Volunteers: Maximizing Contribution to the Event
When planning your event it is always a positive thing to have a large group of volunteers. Adequate assistance can make the difference between a smooth event and one that needs improvement. A race planning committee is similar to any type of work team – each person has their skills and unique characteristics that they bring to the table. Some people are stronger in specific areas than others. As the lead of the planning committee it is your job to identify these strengths and assign your team based on them.
You should take into account the fact that your volunteers may have an area of the event they desire to work in, so ask if anyone has preferences. Most of the time people are willing to help in anyway so it will probably be up to you to decide. After a few planning meetings it is usually pretty easy to place people into an area based on the initial impression of their personalities.
Here is a breakdown of the types of personalities and how they might fit well with each component of your event.
The Overly Organized
What they are like: These people are easy to spot because they are usually a lot like me. When it comes to event planning I tend to be a bit overly organized almost to a fault. I just like to have all the details in order. Likewise, these volunteers will be interested in the details of the event and that will come out during meeting discussions.
Where they should work: There are two main areas to place these volunteers – the registration table and the finish line. These folks will be able to keep your registration in working order. If your event has a manual finish where volunteers are recording times by hand and using race numbers to compile results your organized volunteers will be essential to this area.
The Extra Enthusiastic
What they are like: These people will show their enthusiasm and excitement for the event right from the start. They tend to be very motivating and want to cheer everyone on.
Where they should work: You can probably guess this one. You want your motivating people along the race course. There shouts of encouragement can keep your participants going and they can add some excitement and fun to the overall event. In addition, these are great people to have involved with the prize ceremony.
The Quiet Hard Workers
What they are like: These volunteers are very reliable. They regularly show up to meetings and are always there when you need them. They tend to be on the quiet side though. They have great ideas, but may not be the first to speak up or get into debates regarding decisions at planning meetings.
Where they should work: These are the type of people you want filling in the gaps. They can help the motivators by making sure all refreshment stations are set up and organize the after-event goodies. They can help the organizers at the registration desk by passing out race packets and organizing the tee-shirts. You’ll want to give them jobs where they don’t feel uncomfortable having to meet and greet people or cheer them on, but they can be a great asset to those who do have these jobs.
Of course, personalities range too many more types than just these three I mentioned and I’m generalizing a bit in my definitions. However, these are the main types of people that I have recognized on my planning committees and you probably have too. Getting to know your volunteers and putting them in the right place regarding their work at an event can maximize their ability to contribute to a successful race day.
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