Good volunteers are crucial for a successful event. They take part purely because of their enthusiasm and commitment and, as such, they will be excellent ambassadors for the event.

Volunteers can provide valuable assistance to all the organisational departments, from the pre-event planning to the delivery stage, and they will be in direct contact with many different groups, including athletes, VIPs, media, technical services, etc.

Although the volunteers are likely to be hard working and heavily committed to the sport, it is nevertheless essential that training is provided, in the same way as for any other member of staff. It is only when they have a clear idea of the aims and objectives for the event that they will be able to work together as a unit. They are a critical part of the LOC team and should be valued and recognised as such.

The relevant LOC department should prepare a volunteer plan, including:

  • how many volunteers are needed per area
  • which tasks they will have
  • which skills are needed
  • from when to when these tasks have to be fulfilled
  • where they will be operating

Further details will include:

  • when to start the recruitment process and how to do it
  • when and which kinds of trainings will be provided
  • what will they receive (uniforms, food & beverages, etc.)
  • what kind of recognition will be given to them

In most cases, because of the large numbers required and their importance to the success of the event, the management of volunteers is particularly important. They should be given the same level of priority and thought as for the professional staff.

To recruit good volunteers and to provide them with suitable motivation is not easy and the LOC is advised to contact sports/athletics clubs, universities and voluntary organisations for assistance.

Motivation for staff members is important but this is even more so for volunteers. A volunteer should never feel bored or not useful for the position to which he/she has been assigned. Volunteers should be regularly observed to ensure that they are happy with their duties.

Volunteers should not be considered free labour, as costs are involved, including:

  • Volunteer management staff (pre-event time & event time)
  • Recruitment
  • Training
  • Services (uniforms, meals, etc.)
  • Recognitions (diplomas, souvenirs, party, etc.)

Many Organisers produce a Volunteer Handbook or Volunteer Guide containing information on the event and Host City, general volunteer information, contact numbers, etc.