What is Volunteer Acquisition?

Volunteer acquisition (also called volunteer recruitment) is the process of finding, recruiting and signing up volunteers for an event or festival, from advertising roles to collecting applications and confirming places. Many festivals depend on hundreds or thousands of volunteers, so recruiting enough reliable people is a major part of planning. Charities and community groups often supply teams of volunteers in return for a donation.

How to recruit event volunteers

Volunteer recruitment usually follows five steps:

  1. Plan roles: list the roles and numbers needed, such as stewards, bar staff and runners.
  2. Advertise: share the call for volunteers through the event's website, social media, local groups and colleges.
  3. Collect applications: use a sign-up form asking for availability, skills and preferences.
  4. Select and confirm: choose volunteers, confirm their places and assign roles.
  5. Onboard: send information, training and shift details before the event.

A good sign-up form saves hours of admin, which is why many festivals collect volunteer applications with public forms in Crescat.

Volunteer acquisition vs volunteer management

Volunteer acquisition is getting volunteers signed up. Volunteer management is everything after that: rotas, training, support on the day and keeping volunteers coming back. Both are usually led by a volunteer manager.

What to offer volunteers

  • Free entry to the event outside their shifts
  • Meals or meal tickets during shifts
  • Camping or a crew campsite at festivals
  • Training and experience in the events industry
  • Merch, such as a volunteer T-shirt
  • A reference for future jobs
  • A thank-you event or discounts for next year

Frequently asked questions

How many volunteers does a festival need?

It depends on size and roles, from a few dozen for a small event to thousands for a large festival. Plan for a few extra to cover no-shows. Past events are the best guide to how many volunteers each role really needs.

Do festivals take a deposit from volunteers?

Some do, especially for free tickets, refunding it after the volunteer completes their shifts. This helps reduce no-shows. The deposit terms should be clear on the sign-up form.

When should volunteer recruitment start?

Usually three to six months before the event, so there is time to fill roles, run training and plan rotas. Returning volunteers can be invited earlier, before places open to the public.

Related terms