A couple of weeks ago I wrote an article about how to keep volunteers engaged when things were slow. What if your problem, though, is the opposite? Several years ago, I worked with an organisation that held a massive annual fundraising event. For most of the year, their volunteer program ticked along happily. Then, over two intense weeks, they were flooded with dozens of new people wanting to help. The enthusiasm was wonderful, but the sudden influx was overwhelming for the staff, who were already inundated with event logistics. While managing spikes in volunteer numbers may seem like a nice problem to have, it can be challenging!
Does your organisation ever face this challenge? Whether it’s a festival, fundraising drive, awareness campaign, or Christmas rush, volunteer interest can sometimes skyrocket. The trick isn’t just welcoming the help, but doing so in a way that doesn’t overwhelm staff capacity or frustrate the volunteers. With the right systems in place, these busy times can actually become some of the most rewarding.
Streamline your onboarding process.
Instead of trying to individually and fully train dozens of people, offer short, 10 to 15-minute sessions before the shift starts. Volunteers get a quick overview of the event, any safety reminders, and clear instructions. This can save hours of staff time, while still giving volunteers confidence and the skills they need to do their tasks well.
Clear, simple role descriptions and quick “cheat sheets” make this even easier. When volunteers know what’s expected, they can jump in faster and with less supervision.
Use “Volunteer Captains”.
Another approach I often recommend is creating a layer of leadership within the volunteer pool. Experienced volunteers can be asked to act as “captains”, each supporting a small group of newcomers. This reduces the number of questions staff need to deal with and gives new volunteers someone approachable to turn to. Captains enjoy the extra responsibility; it makes them feel trusted and valued.
Keep communication simple.
During high-volume periods, long emails and detailed instructions often get lost. Automated confirmation emails with the basics – arrival times, parking details, what to bring – save time. A simple reminder the day before, even as a text message, cuts down on no-shows and confusion.
If you notice yourself repeating the same messages, create templates. They not only save time, but also make your communication consistent. And you can use them the next time the event happens.
Focus on “Plug-and-Play” roles.
Not every role needs in-depth training; especially during events. Look for simple, “plug-and-play” tasks that can be explained in a few minutes. Greeting guests, handing out supplies, or managing a donation table, for example, are roles that allow new volunteers to contribute quickly and successfully.
More complex responsibilities can be reserved for experienced or returning volunteers. This keeps things running smoothly while still making good use of the crowd of newcomers.
Be generous, but know your limits.
Effectively managing spikes in volunteer numbers means knowing when to say “no”. One foodbank I know accepted far more volunteers over a Christmas period than they really needed, not wanting to turn people away. Hey, they thought, the more the merrier! Instead, people were tripping over each other, the volunteers were bored or frustrated, and everything took way longer.
Sometimes, the best approach is to politely redirect extra offers. Suggest times when need is still high but volunteer interest dips (in the case of the foodbank, that was January). That way, goodwill doesn’t go to waste, and the support extends beyond the event.
Capture their energy for the future.
In that same vein, it’s important to remember that, even though people only signed up for a one-time opportunity, a surprising number are open to returning – if they’re asked. One group I worked with began giving one-time volunteers a simple feedback form at the end of their shift, asking if they’d like to hear about future opportunities. A surprising number said yes. Some of those “one-time” helpers later became regulars, simply because the organisation invited them back.
A warm thank-you and a reminder of what’s coming up can go a long way toward turning occasional volunteers into ongoing supporters.
Treat it as a showcase.
Managing spikes in volunteer numbers can feel overwhelming, but they’re also a chance to showcase your organisation. Every new person who comes through the door leaves with a story. If their experience is positive – organised, welcoming, and rewarding – they’re more likely to talk about it, donate to the cause, or return as a regular volunteer.
Volunteer spikes will always have a degree of chaos. But by streamlining onboarding, sharing leadership, and being willing to say “no”, organisations can transform busy seasons into some of the most energising times of the year. Instead of feeling overwhelmed, both staff and volunteers walk away with stronger connections. And the impact of those busy weeks can ripple throughout the year. Have fun!
