Event volunteers can make a hectic day much less so. Whether the free help is family and friends or people you’re meeting for the first time, streamlining the process will improve your ability to get the most from your volunteers. When coordinating volunteers, clear communication is essential. Emily Lalone, president and owner of Lalone Marketing, has supervised 25-30 volunteers at each of eight book signing events since 2013.

Lalone shares her best advice: “You must, must, must communicate with volunteers clearly and concisely the ‘who, what, when, where, how’ of your event. I send all of my volunteers an email two weeks before an event. I attach a Volunteer Packet. It tells when and where they should arrive; what to wear; their assignments; where they can store their things; that they should bring a snack; every single detail about how their day will play out. If they’ve already had a week or two to digest what they need to do and ask me any questions, it’s out of the way before we’re even on-site. When event day arrives, I meet with the volunteers first, hours before the event starts, to confirm they know everything about how things will go. Then it runs like clockwork. It’s all about empowering people and having fun.”

When you open your phone, which app is your go-to? For most people around the globe, from teens to savvy seniors, Instagram is one of the most popular platforms for sharing experiences with friends and family. Posting images to a profile and adding pictures to Instagram stories are modern ways for users to keep others informed on different aspects of their lives. When it comes to hosting events, making an impression on guests is key to a successful event and its impact on social media.

 

While you might feel safer having multiple security teams at the same event, you may not realize that unless handled properly, this can set up a scenario of confusion and chaos should an emergency occur. When it’s your event, it is up to you to establish a firm chain of command, so if a situation does happen, everyone has a clear understanding of who is in charge and what their respective responsibilities are.