First impressions for any event are essential, especially when onboarding volunteers. The first time volunteers step onto your event site, you’ll want to make it as easy as possible for them to check in, find where they need to go, and how to be a fully-engaged part of your event team. Here are six ways to make event check-in convenient for your volunteers:
1. Start communications at the pre-event stage
Weeks before the event starts, email all volunteers check-in instructions. This pre-event guidance saves you the trouble of repeatedly explaining essential information on the event day. Be sure to have a link to your volunteer management app, and provide information on how the event is organized. Important items to include are: volunteer roles and duties, introductions to leadership, schedules, maps, parking instructions, and safety tips.
2. Conduct training sessions
Provide tutorials on your volunteer management/check-in program, including performing and undergoing check-in procedures. That way, your administrative staff will be ready to check in your volunteers when they arrive on the scene — and your volunteers will already know what to expect.
3. Have your staff perform administrative check-ins
Use event technology that allows you to efficiently check volunteers in via a mobile app. Start by assigning check-in administrators to greet volunteers as they arrive. Your volunteers will feel like they know exactly where they’re going, and they’ll get the impression that your event is organized and well-planned.
4. Allow your volunteers the option of self check-ins
Be sure to use event check-in software that can be configured to let volunteers check themselves in. You’ll give your independent, tech-savvy volunteers a sense of autonomy. This option can also be beneficial when you’re dealing with multiple venues and cannot place check-in administrators at every location.
5. Receive real-time updates
Use an app that provides real-time updates reporting how many volunteers have checked in. Use this information to address shifts with no-show volunteers so that you can make last-minute schedule changes. Not only is it convenient for your volunteers who have checked themselves in, but it’s massive support for your busy line managers who need to keep track of who’s working their shifts.
6. Take advantage of automatic time-tracking
Do away with manual punch-ins, sign-ins and sign-outs, and other time-consuming methods of tracking volunteer hours. Instead, use an app that automatically creates time stamps as volunteers check in and out. By recording all hours each team member has worked, automatic time-tracking saves you and your managers from manually reviewing and recording the details.
With Bloomerang Volunteer, event planners perform volunteer check-in and other administrative tasks with one easy-to-use device. Our Bloomerang Volunteer event planning tool provides smooth scheduling and seamless communication, paving the way for a highly successful and memorable event.
Bloomerang Volunteer makes it easy to grow your volunteer base, simplify tasks and save time in the process.
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