Coordinating Large-Scale Volunteer Events

𝗣𝗮𝗿𝘁 𝟰: 𝗟𝗲𝗮𝗱𝗲𝗿𝘀𝗵𝗶𝗽 𝗟𝗲𝘀𝘀𝗼𝗻𝘀 𝗳𝗿𝗼𝗺 𝗦𝗰𝗮𝗹𝗶𝗻𝗴 𝗮 𝗩𝗼𝗹𝘂𝗻𝘁𝗲𝗲𝗿 𝗠𝗶𝘀𝘀𝗶𝗼𝗻 We left as a group of 120 professionals from all walks of life - different career paths, some in business, others in school. We left the comfort of our offices, homes and little luxuries to volunteer. I have the privilege of being on the coordination team leading this initiative, and after months of planning, it was time to execute. I was telling one of the entrepreneurs on our team that planning and executing this annually feels like running a scaling SME. The numbers tell the story: we started as 44 pioneering volunteers in 2023, grew to 90 in 2024, and this year we were 120 adults ready to serve. The physical demands are immense - thousands of animals to treat, firewood to fetch, and a kitchen operation that feeds 120+ volunteers plus the community three meals daily. But what strikes me most is how this experience has become a masterclass in leadership and operations management. Coordinating 120+ people from our 4:30 am pickup, managing timeline adherence at multiple stops, then getting everyone to work the moment we arrive on location - it's project management under pressure. You're leading diverse professionals outside their comfort zones, managing complex logistics in a remote area with wildlife and security concerns, all while making real-time decisions with limited resources. The skills I've developed here translate directly to any professional environment:   • Crisis management in high-stakes situations   • Team leadership across varied backgrounds and skill sets   • Operations coordination at scale   • Resource allocation under constraints   • Stakeholder management with community, volunteers, and logistics teams Leparua has taught me teamwork, continuous improvement, adaptability and resilience. It forces you to mature and grow because you're tested on all fronts - physically, emotionally and spiritually. The leadership challenges here are more intense than most office scenarios I've encountered. #ThisisLeparua #Whereleavedaysfindmeaning

How to Excel in Managing a Volunteer Program for Sports Events 🏅 A glimpse of what I had in my pocket for you from my previous experience, working with amazing people Jalal Hamdan Managing a successful volunteer program in a sports event is more than just recruitment—it’s about engagement, motivation, and seamless operations. Volunteers are the heart of any event, and their experience directly impacts the overall success. Here are key strategies to excel in volunteer management and handle a Volunteer Support Services Center professionally: 🔹 Strategic Planning & Clear Communication Define roles, responsibilities, and expectations from the start. A structured onboarding process ensures volunteers are well-prepared and confident in their tasks. 🔹 Volunteer Support Services Center (VSSC) A well-equipped VSSC acts as the backbone of the volunteer program, handling: ✔️ Real-time issue resolution (accreditation, transportation, scheduling) ✔️ Ticketing & inquiries via systems like Freshdesk ✔️ Multi-channel communication (calls, emails, WhatsApp support) ✔️ Dedicated IVR systems for seamless query routing 🔹 Empowerment Through Training & Engagement Regular training sessions, scenario-based exercises, and a well-documented knowledge library help volunteers stay prepared and confident in their roles. Recognizing their efforts through appreciation programs, certificates, and incentives fosters loyalty and enthusiasm. 🔹 Agility & Problem-Solving Mindset Last-minute changes? No problem. A proactive change management workflow ensures smooth handling of role swaps, shift adjustments, and venue changes, keeping the event on track without disruption. 🔹 Technology & Data-Driven Decisions Leveraging digital tools for scheduling, reporting, and tracking attendance helps optimize workforce deployment and enhances efficiency. Volunteers are not just helpers—they are brand ambassadors of the event experience! Managing them with professionalism, care, and strategic oversight ensures a memorable event for all stakeholders. 🚀 What strategies have worked best in your volunteer programs? Share your experiences below! 👇 #SportsEventManagement #VolunteerManagement #EventSuccess #Leadership #MatchForHope #WorkforceExcellence

Hello everyone ! I recently developed an event management application during the Zoho Young Creator program using Zoho’s Creator app, a powerful low-code platform. This app is designed to streamline event planning and management. Sub-sections and Features: Event Coordinators: This section is dedicated to the event coordinators, where they can manage overall event details, assign tasks, and oversee the entire event planning process. Event Volunteers: Here, coordinators can manage and communicate with volunteers, assign roles, and track their contributions to ensure everything runs smoothly. Event Activities: This module allows the management of all activities planned for the event. Coordinators can schedule activities, assign them to volunteers, and monitor their progress. Kanban Events: The Kanban Events section provides a visual workflow to track the progress of various event tasks. It’s a powerful tool to ensure that everything stays on schedule. Event Map: The Event Map feature helps attendees and organizers navigate the event venue easily. It includes a detailed map highlighting key areas like stages, booths, and emergency exits. Event Registrations: This section handles the registration process. Attendees can register for the event, and organizers can track and manage the registrations efficiently. Event Feedback: Post-event feedback is crucial for continuous improvement. This section collects feedback from attendees and volunteers to gauge the success of the event and identify areas for improvement. Event Inventories: Managing event resources is made easy with the Inventories module. It tracks all the equipment, supplies, and other resources needed for the event. Dashboards: The Dashboards provide an overview of the event’s status, including metrics like attendee count, budget usage, task completion rates, and more. It’s a quick way to get a snapshot of how the event is progressing. Event Expresses: Event Expresses is a quick access section for any urgent or last-minute changes that need to be made during the event, ensuring that the team can respond swiftly. Blank Form: This is a customizable section where additional forms can be created as needed, offering flexibility for any specific event requirements that arise. Cab Booking Form: The Cab Booking Form simplifies the transportation logistics for attendees and volunteers, allowing them to book cabs directly through the application. In summary, this event management application is a comprehensive tool designed to streamline the entire event planning process. From coordinating volunteers to gathering post-event feedback, every aspect is covered. Thank you for watching! #ZohoYoungCreator #EventManagement #LowCodeDevelopment #ZohoCreator #EventPlanning #TechForEvents #AppDevelopment #Innovation #ProjectShowcase

🇺🇸 Spontaneous volunteers were critical in response to the September 11 attacks, Superstorm Sandy and the COVID-19 response in New York. Joshua and are in the Empire State this week and met with two amazing experts - Kelly McKinney and Lisa Orloff. Kelly is the former Deputy Commissioner of Emergency Management, former Chief Disaster Officer with the American Red Cross and currently Assistant Vice President of Emergency Management at NYU Langone Health. Kelly has had a leadership role in every major disaster in New York City for more than 20 years. Lisa was working in the fashion industry in September 2011 and straight after the attacks she coordinated spontaneous volunteers to help - and then within weeks established the World Cares Centre as an incorporated organisation which has since trained volunteers and volunteer managers across the US and internationally. Lisa worked on the front line and made sure first responders and the community were cared for - while pushing back against initial resistance from the ‘official’ response. Insights from New York: 🗽 We need a strategy to work with ‘disaster influencers’ on social media to harness their audience as a powerful force for good. 🗽 It’s important to undertake planning and exercising ahead of time and determine a structured approach to effectively coordinate spontaneous volunteers during a disaster. 🗽 Experienced team leaders and coordinators with adept communication skills are required to provide clarity and direction to spontaneous volunteers, and effectively match volunteer skills with tasks to use their time effectively. 🗽 Training community members with basic skills to build a pool of ‘ready responders’ helps to ensure people can contribute more meaningfully. 🗽 We need to empower local community organisations to take on leadership roles in disaster response and recovery to better leverage existing community networks and resources. 🗽 Government needs to support and facilitate community mobilisation rather than hinder. We all need to challenge the notion that disaster response is only for trained responders. 🗽 Disasters have a long term impact on the community but also on the volunteers and sustained support is required. Leaders need to maintain empathy and compassion for volunteers while also focussing on ensuring the completion of tasks. 📍 New York, USA