When conducting a GALA, the key is how to raise the most money that you can while providing the best experience that you can for EVERYONE.  There is no such term as “just” a volunteer.  They are an integral part of any function – no matter what the type of function.

Let’s think for a minute about the volunteers.  What I’m about to offer is first-hand experience at how to grow a dedicated volunteer force.  You want them to have the same feeling when they leave that evening as each of the ticket buyers.

1)      Decide how many you need.

2)      Expectations for what they will be doing need to be clarified. Job titles, hours of operation, who gets to do what, what the respective dress might be (would non-valet people be in polo shirts? ….maybe not – this is a GALA. If T-shirts are given to identify the volunteers related to a specific company, put them in a jacket as well.)                                                   

       It has been my experience that volunteers look professional and often, that they wear black and white.  They are easily identifiable and don’t have to look like wait staff but you could pick them out from other attendees by a volunteer badge or flower or something like that.  The clearer you can be, the better outcomes you will have – especially for the data processors.

3)      You MUST conduct a training beforehand so folks understand what they are going to be doing and how they fit into the big picture.  People who receive training tend to share more responsibility for showing up and they want to do their job unless something life threatening occurs.

4)      Let me repeat – you MUST conduct a training.  If one company is going to have a bulk of the volunteers, perhaps you could have a separate one there. 

5)      You MUST feed the volunteers for that extended period of time.  You don’t have to feed them the same thing.  A deli tray is usually sufficient and hopefully the caterer will be able to accommodate you.  You wouldn’t feed them leftovers…no.  I would guestimate that a deli tray could be served in a hospitality and would give the volunteers the warm fuzzy that we have been speaking about.

6)      Please have coolers with drinks (water, soda, tea or something) for your volunteer staff.  Total food/beverage costs should be somewhere between $5 and $10/person.  It might seem an “extra.”  In the long run, if you were paying someone to do this it would cost much more. 

7)      If you are providing valet service, you are providing valet service both ways.  Arriving and leaving. If people want their keys, that’s different.  Especially in the dark it would be difficult for someone to maneuver after the program where they might have had a few drinks and they get a map to their car.  Imagine yourself twisting your ankle after a night of tipping and rubbing elbows because the valets are gone.

8)      When it’s all said and done and the last car is valeted and clean-up is complete,  you should have desert and coffee for the volunteers who remain to help or something for them to nosh on that is a simple way to say THANK YOU – WE COULDN’T HAVE DONE THIS WITHOUT YOU.  That way, they will remember this evening as special and keep your organization top of mind.  Again, nothing elaborate but a small way to say thank you.

9)      When you say thank you as many times as you can in as many ways as you can, the benefit that you receive will triple any immediate benefit because of WORD-OF-MOUTH. Your organization stands out as LEADERFUL!

10)   Every volunteer should fill out a simple application form for you so you have their information on file – including emergency information, should something happen.   This will also reap many rewards as you move forward.

 Thanks for listening to me talk about volunteers – especially those responsible for helping you make not only a first impression – but a lasting impression on your future donors.

Let me know how these tips benefited your next special event.