5 Volunteer Mistakes You Might Be Making at Your Fundraiser and 5 Strategies to Avoid Them

Volunteers are the heartbeat of nonprofit events. They help set the tone, support your guests, and make the magic happen behind the scenes. When you manage your volunteers well, your entire event runs more smoothly. However, if your volunteers leave feeling frustrated or confused, they are not likely to come back. Here are five of the biggest missteps we see—and what you should do instead.

Mistake #1: You give volunteers a job, but not a purpose.

Volunteers aren’t just there to follow orders—they want to understand the why behind the work. If you hand a volunteer a clipboard without context, they miss the connection between their role and the organization’s mission.

Strategy: Take a few minutes to connect the dots. Explain how their role impacts the guest experience or contributes to your fundraising goal. When volunteers understand their role in the bigger picture, they show up with more purpose, enthusiasm, and heart.

Volunteers want to feel like they’re part of something bigger. If they’re only told where to stand and not why the event matters, it’s just another task. We encourage our nonprofit partners to weave in a short mission story during volunteer check-in or training—it changes everything.

Mistake #2: You assign roles without asking about preferences or strengths.

Volunteer roles are not one size fits all. Some volunteers are social butterflies who thrive on greeting guests, while others would prefer to work behind the scenes. Assigning roles without checking in first can lead to mismatches that affect morale and performance. 

Strategy: Ask volunteers about their comfort levels and strengths ahead of time. A quick pre-event survey or phone call can go a long way in creating a better experience for everyone. And, if you have placed someone in a role that does not work for them, change it up quickly so they can still feel valued.

At one recent event, we had assigned a volunteer to sell raffle tickets. She was shy and uncomfortable walking up  to folks in groups and encouraging them to buy tickets. We pulled her into a different role after we saw her struggling and she thrived in her new role! 

Mistake #3: You forget about them once the event starts.

It is easy to get swept up in event logistics, but volunteers should not feel like an afterthought once their shift begins. If no one checks in with them or acknowledges their efforts during the event, they may feel unappreciated or unsure if they are doing the right thing.

Strategy: Assign a dedicated Volunteer Lead who is in charge of the volunteers for the entirety of the event. The lead should check in on volunteers and offer guidance or encouragement. 

At each of our events, we ask our Volunteer Lead to connect with the volunteers throughout the event whether it’s with water, a snack or words of appreciation. We have found that those volunteers who feel taken care of at the event, will sign up again the following year.

Mistake #4: You don’t give them enough training.

Volunteers often arrive eager but unsure. A quick 15-minute overview right before doors open isn’t enough to prepare them—or set your event up for success. Without the right training, even the most enthusiastic volunteer can feel lost or overwhelmed once guests arrive.

Strategy: Offer a brief pre-event training session, either virtually or in person. Walk them through the event flow, show them the space (or a map), and clarify expectations for their role. On the day of, offer a quick refresher and create space for questions. Confidence comes from preparation.

One of our clients hosts a one-hour volunteer meeting the week before their big fundraiser. We share the layout of the venue, walk through the timeline, and give volunteers time to ask questions. The result? Volunteers show up calm, ready, and excited to help—because they know exactly what to expect.

Mistake #5: You don't thank them in a meaningful way.

A generic "thanks everyone!" at the end of the night doesn’t leave a lasting impression. Volunteers are giving their time, energy, and often stepping outside their comfort zones to support your mission.

Strategy: Show appreciation that feels personal. A handwritten note, a group photo sent after the event, or even a tag on social media can make a big impact.

At one of our events, the nonprofit prepares small gift bags for each volunteer. Inside are small tokens of appreciation like chocolate, water bottles and a thank you note. A small touch like this goes a long way and each year we have several volunteers express that they truly feel appreciated and would love to help again.

Great volunteer management isn’t just about logistics—it’s about relationships. When volunteers feel informed, empowered, and appreciated, they become some of your strongest advocates. Treat them well, and they will keep showing up—for your events and your mission. If you need some support on how to manage volunteers, schedule a consultation call by using the link below!