A Comprehensive Guide to Recruiting and Engaging Volunteers
The preseason is the perfect time to lay the groundwork for a successful year. It’s a critical period for organizing your program, strengthening community ties, and, most importantly, building a strong volunteer base to support your club throughout the season. By proactively recruiting and engaging volunteers now, you set your club up for success in every aspect of its operations.
Volunteers power every aspect of the club—from coaches and managers to board members and event volunteers. While finding volunteers amidst today’s busy schedules can be a challenge, a strategic and ongoing recruitment approach will elevate your program, creating lasting impact and support.
Step 1: Evaluate Your Volunteer Needs
Start by assessing how many volunteers your club will need before the season begins. Consider the scope of your programs, the events you’re hosting, and the day-to-day operations that require support. This evaluation will give you a clear picture of where help is needed most and ensure you’re prepared to recruit the right number of volunteers.
Step 2: Define Clear Roles and Responsibilities
The most critical step in recruiting volunteers is helping them answer two key questions: What am I getting myself into? and Do I have the skills to succeed? Clearly defining each role and outlining the specific responsibilities helps potential volunteers understand exactly what is expected of them. This transparency not only eases concerns about their ability to contribute but also ensures they feel confident and prepared. By giving volunteers clear direction and a sense of purpose, you set them up for success from the start, making it easier to recruit and retain dedicated individuals.
Step 3: Expand Your Volunteer Search
While many volunteers may come from within the club, such as parents of players, consider casting a wider net to find additional support. You can reach out to:
Local Lacrosse Alumni: Many former players, coaches, and officials are passionate about the sport and eager to give back. Reaching out to alumni can help engage volunteers who have a deep connection to lacrosse.
High Schools: Students are often required to complete community service hours or gain hands-on experience for co-operative education programs. Partner with school guidance counselors or faculty to tap into this volunteer pool.
University and College Programs: Students in sports management, marketing, graphic design, recreation, or related fields often seek volunteer opportunities to gain hands-on experience. These volunteers can assist with a wide range of tasks, from managing events and promotions to creating visual content for your program’s marketing efforts.
Local Senior Centers: Many retirees are looking for ways to stay active and involved in the community. Volunteering with lacrosse, especially in administrative or supportive roles, could be an appealing option.
Local Businesses: Many local businesses are eager to give back to the community through volunteer programs. Reach out to businesses that have a connection to your area, especially those with corporate social responsibility (CSR) initiatives. Employees may be interested in volunteering their time, and businesses might also offer sponsorship or cross-promotion opportunities. Highlight how their involvement benefits both the community and their brand.
Congratulations to Ryan Swanson of @KnightsJrC for winning the @OntarioLacrosse Arthur Poitras award for Marketing and Promotion. Ryan is the youngest winner in the 38 year history of the award. #lacrosse pic.twitter.com/00e7vg8CDX
— OJCLL (@OJCLL) November 11, 2023
Step 4: Establish a Volunteer Coordinator
Designating a specific person as a Volunteer Coordinator can streamline the recruitment process. This individual would oversee volunteer outreach, scheduling, training, and communication, ensuring that volunteers feel supported and organized. A dedicated point of contact also helps build stronger relationships with volunteers and makes them feel more connected to the club.
Step 5: Recruiting Volunteers
Opportunities to recruit volunteers are abundant, from hosting in-person information and player registration events to tryouts and other gatherings. During in-person events, engage with parents and community members by discussing the open positions and how they can contribute. During online registration, include an option for parents to sign up to help in a volunteer capacity. Your Registrar can do this by adding a custom field in SportzSoft. Follow up with an email detailing the available volunteer positions, responsibilities, and how they can get involved. This helps keep the momentum going and provides clear information on how they can contribute to your program.
Step 6: Leverage Social Media and Digital Platforms
Promote your need for volunteers across your club's social media accounts, website, and community bulletin boards. Create engaging posts that highlight the impact of volunteering, share success stories, and showcase how volunteers help the club thrive. By featuring real-life examples of volunteers in action, you allow potential volunteers to see themselves in the role, making it easier for them to imagine how they can contribute. You could even create a “Volunteer Spotlight” feature that celebrates individuals who have helped in the past, showing how their contributions made a meaningful difference.
Step 7: Celebrate and Recognize Your Volunteers
To keep volunteers motivated and engaged, it's crucial to acknowledge their contributions throughout the year to foster a sense of community and belonging. Whether you host an annual awards celebration, a volunteer appreciation event, or thoughtful tokens of gratitude, showing your appreciation strengthens their connection to the program. By celebrating volunteers in meaningful ways, you ensure their continued support and contribute to the long-term success of your club.
Step 8: Offer Incentives or Stipends for Key Roles
For particularly time-consuming volunteer roles, consider offering incentives or stipends as an additional motivator. While many volunteers are driven by a passion for the sport and community, offering financial stipends, registration fee reductions, or even small honorariums can help attract volunteers to fill critical positions. These incentives not only acknowledge the extra effort required but also show that your club values their time and commitment.
Step 9: Offer Flexible and Short-Term Volunteer Opportunities
Not every volunteer role requires a long-term commitment or a board position. Many potential volunteers are more likely to get involved if they know they can help on a short-term or flexible basis. Offering opportunities such as manning the merchandise table for a few hours, organizing an equipment swap, or helping run a fundraiser provides volunteers with more manageable ways to contribute. Highlighting these short-term roles can attract individuals who want to help but might not be able to commit to a full season. By offering flexible options, you create pathways for more people to get involved and support the club.
Step 10: Provide Training and Support for Volunteers
Once you’ve recruited volunteers, it’s essential to equip them with the tools they need to succeed. Offering a volunteer orientation or training sessions helps volunteers feel confident and prepared for their roles. Regular check-ins, guidance, and support throughout the season ensure they remain engaged and productive. This also provides an opportunity for them to ask questions, give feedback, and feel more connected to the club’s operations.
