What is a Volunteer Manager?

A volunteer manager (also called a volunteer coordinator) is the person who recruits, trains, schedules and supports an event's volunteers, making sure every role is filled and volunteers have a good experience. Festivals, sports events and charity events often depend on large volunteer teams, so the role is central to the event running smoothly. At large festivals, a lead volunteer manager may oversee several team leaders, each running a group of volunteers.

What a volunteer manager does

A volunteer manager's work runs from months before the event to after it ends:

  1. Recruit: lead volunteer acquisition, from advertising to selection.
  2. Plan rotas: assign volunteers to roles and shifts, matching skills and availability.
  3. Train: run briefings and training, including safety and emergency procedures.
  4. Support on site: check volunteers in, handle problems and keep teams motivated.
  5. Follow up: thank volunteers, return deposits and ask for feedback.

Building rotas for hundreds of volunteers is a big job, which many festivals manage with shifts in Crescat.

Volunteer manager vs crew manager

A volunteer manager looks after unpaid volunteers, who often help in public-facing roles. A crew manager or production manager looks after paid technical and production crew. Some events combine the two, especially where volunteers work alongside paid crew in production roles.

Skills a volunteer manager needs

  • Strong organisation and planning
  • Clear communication with large groups
  • Leadership and motivation
  • Problem-solving under pressure
  • Knowledge of safety and safeguarding
  • Comfort with rota and scheduling tools
  • Patience and a friendly, welcoming manner

Frequently asked questions

Is a volunteer manager paid?

Usually, yes. While volunteers are unpaid, the person managing them is often a paid staff member or freelancer, especially at larger events.

How do you keep volunteers coming back?

Treat them well: clear information, fair shifts, good food, thanks and a chance to enjoy the event. Volunteers who have a good experience often return and recruit friends. A short thank-you message and early invitation for next year go a long way.

What are the biggest challenges for a volunteer manager?

No-shows, last-minute changes and keeping large teams informed. Good rotas, reminders and a reserve list help. Clear role descriptions also reduce confusion on the day, and a quick briefing at the start of each shift keeps everyone up to date.

Related terms