Nonprofit Event Day Volunteer Management
Event-day volunteer management determines whether events run smoothly and safely. This checklist covers all volunteer management activities from pre-event setup through post-event dismissal and incident documentation.
- Industry: Nonprofit
- Frequency: Per Event
- Estimated Time: 30 minutes pre-event; ongoing during event
- Role: Volunteer Coordinator / Event Manager
- Total Items: 28
Pre-Event Volunteer Setup
Complete pre-event volunteer preparations.
- Volunteer packets with assignments, schedules, and contact info prepared?
- Volunteer check-in station set up with roster?
- Role assignments and station maps posted for volunteer reference?
- Volunteer team leaders briefed before general volunteer arrival?
- Emergency contact list for all volunteers available?
Safety Briefing
Conduct volunteer safety briefing.
- All volunteers attended safety briefing before working?
- Emergency exit locations reviewed with all volunteers?
- First aid location and trained first aider identified?
- Incident reporting procedure reviewed with all volunteers?
- Appropriate conduct and reporting procedure for inappropriate behavior reviewed?
Check-In and Coverage
Manage volunteer check-in and coverage.
- Volunteer attendance tracked against roster?
- No-show absences covered with on-call volunteers or reassignments?
- All critical stations covered before event opens?
- Shift handoffs managed for events with multiple shifts?
- Break schedule planned so all stations remain covered?
Supervision and Support
Verify supervision is adequate.
- Volunteer coordinator making regular rounds to all stations?
- Volunteer questions and needs addressed promptly?
- Volunteers supported through difficult guest interactions or situations?
- Volunteers provided food, water, and rest breaks?
Incident Management
Document and respond to incidents.
- Incident report forms available at volunteer check-in station?
- Any incidents requiring documentation occurred during event?
- All incidents documented with incident report forms?
- Insurance provider notified of any significant incidents?
Post-Event Wrap-Up
Complete post-event volunteer wrap-up.
- All volunteers properly dismissed and hours recorded?
- Thank-you distributed or scheduled for all volunteers?
- Post-event volunteer satisfaction survey distributed?
- Volunteer hours entered in volunteer management database?
- Outstanding volunteers noted for special recognition?
Related Nonprofit Checklists
- Nonprofit Annual Volunteer Recognition Program
- Nonprofit Volunteer Leadership and Team Leader Development
- Nonprofit Volunteer Safety Orientation and Training
- Nonprofit Volunteer Risk Management and Insurance Review
- Nonprofit Silent Auction Planning and Management Checklist
- Nonprofit Charity Run and Walk Event Planning Checklist
- Nonprofit Major Donor Stewardship Event Planning
- Nonprofit Peer-to-Peer Fundraising Campaign Compliance
Related Volunteer Management Checklists
- Nonprofit Volunteer Onboarding and Orientation Checklist - FREE Download
- Nonprofit Volunteer Background Screening and Risk Assessment - FREE Download
- Nonprofit Volunteer Scheduling and Retention Program Audit - FREE Download
- Nonprofit Annual Volunteer Recognition Program - FREE Download
- Nonprofit Volunteer Leadership and Team Leader Development - FREE Download
- Nonprofit Volunteer Safety Orientation and Training - FREE Download
- Nonprofit Volunteer Risk Management and Insurance Review - FREE Download
- Nonprofit Volunteer Recognition and Retention Program Review - FREE Download
- Nonprofit Volunteer Training and Certification Compliance - FREE Download
- Nonprofit Volunteer Scheduling and Deployment Operations - FREE Download
Why Use This Nonprofit Event Day Volunteer Management?
This nonprofit event day volunteer management helps nonprofit teams maintain compliance and operational excellence. Designed for volunteer coordinator / event manager professionals, this checklist covers 28 critical inspection points across 6 sections. Recommended frequency: per event.
Frequently Asked Questions
What does the Nonprofit Event Day Volunteer Management cover?
This checklist covers 28 inspection items across 6 sections: Pre-Event Volunteer Setup, Safety Briefing, Check-In and Coverage, Supervision and Support, Incident Management, Post-Event Wrap-Up. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed per event. Each completion takes approximately 30 minutes pre-event; ongoing during event.
Who should use this Nonprofit Event Day Volunteer Management?
This checklist is designed for Volunteer Coordinator / Event Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.