Staffing Charity and Fundraising Events: Key Practices for Success

Charity and fundraiser events go beyond mere entertainment and celebration; they serve a greater purpose, raising awareness and funds for important causes, such as supporting communities in need and inspiring individuals to make a difference. However, even with the right cause, these events can fall short of success, especially without the right team in place. This is where your staffing efforts play a critical role. As a staffing manager, it’s essential to ensure these events are staffed with dedicated individuals who are genuinely passionate about the cause and skilled to handle all the tasks and challenges. 

In today’s blog post, we discuss how you can build a strong team for charity or fundraiser events from the very beginning to the end. Let’s get started. 

How to Staff Charity Events or Fundraisers Effectively

Staffing charity and fundraiser events is almost similar to staffing any other event, but the key difference lies in the people you choose. You need a team that not only has the skills to perform their roles but is also interested in these events' causes. Below, we explore eight essential steps to achieve this. 

1. Define the Staff Requirements

Each charity and fundraiser event is unique and can require staff with specific skills or talents. Before you take any steps to recruit or schedule staff, make sure you understand and define the staffing requirements of the event. You need to think about what the event hopes to achieve and match those goals with the right skills and experience from your team. For example, if you are staffing a charity event aimed at raising funds for an aging facility and increasing awareness about the needs of the elderly, you’d want to hire staff who understand the challenges seniors face and are capable of handling monetary transactions responsibly. Also, don’t forget to consider the size of the event to determine the exact number of staff needed. This ensures smooth operations and adequate coverage.

2. Facilitate the Hiring Process

Now that you know who to staff and how many, it’s time to dive into the hiring process. Depending on your budget and the size of the event, you have a few different options. You might consider bringing in temporary staff from staffing agencies if you want something hassle-free. Alternatively, teaming up with local volunteers or charity organizations can be a great way to engage the community while also getting the help you need. If you prefer a more flexible approach, recruiting freelancers who have experience in events could be a smart move. 

If you are looking to recruit quality event staff on short notice for your event, here’s a complete guide to help you out. 

3. Coordinate Teams and Clarify Responsibilities

At this point, you should have already recruited all the staff you need. Now, let’s move on to form the functional teams for your event that will take care of things like venue setup, logistics, and supplies. You’ll also want a guest services team dedicated to managing the overall guest experience, registration, and seating arrangements. Don't forget about the technical team; they'll be in charge of all the sound, lighting, and other technical aspects to ensure everything runs smoothly. And let's not leave out the food and beverage team, who will handle catering and refreshments.

Along with creating teams, remember to clarify the responsibilities of each staff or team. Whether they are at the registration, catering, or crowd control, it is essential to ensure that everyone understands their role and how they contribute to the overall goals. Clear responsibilities not only promote accountability but also minimize confusion and avoid overlapping tasks, leading to increased efficiency.

Want to improve communication among your team? Here’s an article on how to develop a communication strategy for event organizers. 

4. Schedule Staff Accordingly

Scheduling staff is another critical aspect to consider when staffing an event. It’s essential to carefully plan and allocate shifts to ensure consistent coverage throughout the event. Start by determining the duration of the event to estimate how long staffing will be required. Then, plan shift coverage by dividing staff into appropriate shifts to ensure continuous service throughout the event. Be sure to schedule break times strategically, staggering them to prevent service gaps, keep staff energized, and ensure labor compliance.

Furthermore, peak hours should be considered when scheduling staff. Increase the number of staff during high-traffic periods to manage crowds more efficiently. To add an extra layer of security, always have backup staff available in case of last-minute cancellations or emergencies. When the schedule is final, don't forget to provide staff with detailed timelines, including their shift timings, role descriptions, and key contact points. Lastly, stay flexible and be prepared to monitor and adjust the schedule as needed to accommodate unexpected changes during the event.

5. Conduct Pre-Event Briefing

Did you know that well-connected teams see a productivity increase of 20 to 25%? A pre-event briefing is one of the effective ways you can connect with your event team. This short meeting provides staff with essential information about the event, ensuring that everyone is on the same page and everything goes smoothly. Additionally, it allows you to connect with your staff in person and motivate them.

During the briefing, it’s a good idea to start with a clear overview of what the event aims to achieve. You’ll want to go over the layout of the event, the timeline, and any key touchpoints everyone needs to be aware of. It's also the perfect time to clarify everyone’s roles, explain how the communication will work, and establish the chain of command. Plus, don’t forget to address any last-minute concerns or questions that might pop up. This step is crucial to ensure that everyone feels aligned and confident before the event kicks off.

6. Dispatch Staff as Planned

After the briefing, it’s game time! Deploy your staff according to the plan and make sure everyone is in their designated roles. Take one final walk-through of the venue to check a few key things, such as whether the registration tables are staffed, the food and beverage areas are ready to go, and all the technical equipment has been tested and is functioning properly. Also, don’t forget to position your ushers to help direct the guests when they start arriving.  

A quick tip: have a central point of contact, like an event manager, to handle any unexpected issues or last-minute changes that might come up when the event is ongoing. 

7. Administer Post-Event Evaluation Surveys

After the event wraps up, it’s vital to collect some feedback from both guests and staff to understand how your staffing service and process went. One effective way to do this is by sending out online surveys to the guests to hear their thoughts about the quality of staffing service. Also, getting verbal feedback from the staff right after the event can be incredibly insightful. Plus, the event manager can jot down observation notes during the event to capture any key moments or issues. All this feedback, especially from the staff, can help you pinpoint areas to enhance in future events.

8. Ensure Accurate Payroll Processing 

Collecting data and refining your strategy is not enough to conclude your staffing process; ensuring timely and fair compensation is equally important. In case you missed it, 92% of employees consider timely and accurate payroll a significant factor in their job satisfaction.

Make sure payroll is processed promptly according to the agreed terms. If you hired temporary staff or freelancers, settle their payments within a reasonable timeframe to maintain professionalism and trust. For volunteer staff, you may show your appreciation through thank-you notes, small tokens of gratitude, or public recognition to acknowledge their contribution and keep them motivated for future events.

Turn Your Fundraising Events Into Impactful Experiences With StaffConnect

Impactful charity and fundraising events don’t come together overnight, but with StaffConnect, you can plan them more quickly and efficiently. StaffConnect is your ultimate tool for organizing unforgettable events and managing event staff anytime and anywhere. 

With features like a centralized communication hub and automatic reminders, you can easily stay connected with your staff before, during, and after the event. The GPS check-in and check-out feature ensures accurate tracking of work hours, while the secure encrypted database safely stores staff information. To make workforce management even easier, StaffConnect also provides calendar integration, a built-in payroll system, and data collection and management tools, all aimed at helping you run smooth and successful events.

But that's not all; StaffConnect offers even more features to simplify your staffing and event planning. Book your free demo today here to learn more!