No marathon can take place without the presence of tens or even hundreds of volunteers. If you are a marathon organizer, this article will provide great tips for dealing with volunteers and explain why you need them.
Why are Volunteers so Important?
You can coordinate the event with the local authorities and mobilize those departments on race day. You can also organize hundreds of trucks to block traffic, produce thousands of medals, print numbers, order tons of water, build square kilometers of tents, and create a detailed event plan. But you can’t run the event without race volunteers.
The more people participating in the race, the more volunteers you’ll need to distribute materials, man the distance markers and meet at the finish line. But it is not enough to just find volunteers. You have to train them well to work correctly. Moreover, you need to retain volunteers to stay with you during the next events.
It is very important to understand that race volunteers are also marathon runners because their race lasts longer and is just as exhausting.
Let’s look at the right course of action to help you find the right people who play nicely together.
Where to Begin?
First, you need a clear plan of action. This is one of the most important steps. It should describe the required number of people and their individual tasks. At first glance, it may seem too complicated, but what’s so hard about giving people tasks? Start by making a diagram, and everything will become more clear.
There are a few reasons for it:
- You’ll have information about who handles what right at your fingertips;
- You can share the diagram with other professionals to keep them informed and in line with the team;
- The chart adds more value to your risk assessment document because it contains all the necessary data about each person;
- Your diagram is your contact book, which is always at hand.
Your diagram should start with the Head of Volunteers. The Head of Volunteers is your right-hand man, who handles training the volunteer team and communicating with the volunteers.
What to Offer Volunteers in Return For participation?
Sometimes people ask, are volunteers classed as employees? They are not. But you still have to treat them as staff.
The reward should be generous and fair because you are not just thanking people. You are paying them for their work.
- Provide food: a delicious breakfast with aromatic coffee, sandwiches, and snacks at each stage of the race.
- Buy T-shirts or shirts in marathon colors, and print “race team volunteer” on them so that it catches the eye. It is not only for convenience. It is a symbol of belonging to the group. The volunteers are very proud of being in such a group.
- Stay in touch when people have questions.
- Consider rewards: if runners get them, why not volunteers too? It’s awesome and enjoyable. As the majority of volunteers are young people, they love to compete.
- Gifts – why not? How about a box of sweets and/or a discount for the next race. Often volunteers are amateur runners.
If you treat your volunteers well, they will stay with you for future races. Moreover, they will write good reviews and bring their friends. Everyone loves a good attitude – don’t forget that.
Where to Look for Volunteers?
You should consider four kinds of organizations:
- Charitable organizations;
- Amateur sports clubs;
- Facebook groups;
- Schools.
Charitable Organization
If you are cooperating with a charitable organization and raising money for their cause, you can include providing volunteers as part of your cooperation agreement. Also, consider approaching non-profit organizations in your locality that could provide assistance.
Amateur Sports Clubs
Taking part in such activity is to advantage of Amateur sports clubs, which promote physical activity. So the request for the allocation of volunteer staff would not be a surprise to anyone. Contact the club assistant and explain your needs and privileges for the participants. Do your best to encourage the club to participate as a group, as it is more beneficial for you and the club.
Schools
Schools encourage participation in volunteer and charity work. They also are good at organizing. If you choose a school that prioritizes volunteerism, you will likely find responsible people. If you need volunteers in the USA, start by contacting the student club, then ask school authorities. If you are outside the USA, contact the administration directly.
Facebook groups are a lifesaver if you’re looking for volunteers and need people at the last minute. Social media is also a great communication tool. Just be sure to follow the rules of the groups you advertise in.
How to Train the Volunteering Team?
Training may not seem so hard, but there are some essential things to remember:
- Plan your training sessions in advance so people can make adjustments to their schedules.
- Stay up-to-date with training sessions and keep in touch with the volunteer group leader. This way you know how the training is going.
- Be sure to arrange several meetings with the team before the race to unite the team and keep everybody informed.
- Think about services that can make it easier for you to work with volunteers: special platforms, Google Docs, and so on. Keep up with the times and use your time wisely.
How to Retain Volunteers?
Having a list of phone numbers after the race ends is not enough. Do your best to continue to treat your volunteers as a team. Organize a group page on one of the social networks. Share the results of the race and fundraising efforts. Be sure to mention that all this would not have happened without the volunteers. Keep the team up to date with future events to keep them interested.
Put yourself in the place of a volunteer. What would make you comfortable and motivate you to stay involved and volunteer again? Be sure to incorporate what comes to mind into your work with the volunteer team.
To Sum Up
If you do all the above, working with volunteers will be a joy for you and not cause stress. You will have a team of reliable assistants that run like clockwork, which means the race will go smoothly.
