How to Recruit Volunteers for Your Fundraising Events

If you’re wondering how to recruit volunteers for your next fundraiser, you’re definitely not alone. Organization leaders often struggle to turn ‘help wanted’ requests into volunteer fulfillments that actually show up. 

On top of that, you’re dealing with the ever-increasing pressure to deliver events that are both professional and highly profitable. No pressure, right?

The good news: You don’t need a superhero cape or endless free time to build a stellar volunteer crew. With a clear game plan, the right messaging, and tools that make signing up delightfully easy, you can consistently fill your event roles with people who are excited to be there. 

Ready to learn how to recruit and retain volunteers? Let’s jump right in!

Volunteers are more than just extra hands. They’re the hype squad and human megaphones that turn a simple event into real community impact.

Volunteer recruitment is the process of attracting and confirming people to support your mission through specific roles. From greeting guests and managing check-in to helping behind the scenes with setup and logistics, volunteers are your most valuable resource.

Here’s the thing: You shouldn’t just ‘find help.’ Rather, you need to strategically match real humans to real needs in a way that feels clear, meaningful, and most important of all, doable.

Most organizers focus on how much money their event will raise, but the real secret sauce is how many people will happily raise their hands. Volunteer recruitment is about sparking initial interest, while retention is about turning that spark into a long-term flame.

Here’s the truth: When roles go unfilled or volunteers feel confused, event-day stress spikes fast, and small issues (like a slow check-in line) can snowball into a less professional experience for everyone.

Getting recruitment right protects your long-term volunteer pipeline. A clear and welcoming process helps volunteers feel valued (not used… never forget to recognize your volunteers!) so they’re more likely to return, invite friends, and become ambassadors for your cause.

In other words: stronger recruitment today builds a more tight-knit community tomorrow.

Top-notch volunteers don’t always need to be experts in event planning or fundraising. In fact, what makes a volunteer truly stand out is the way they align with your organization and their enthusiasm to serve.

Look for people who are reliable, responsive, and willing to follow directions, especially for roles tied to guest experience or money-handling. A good attitude and an ability to stay calm under pressure often matter more than a perfect resume.

Also consider fit: Does this person enjoy people-facing tasks, or would they thrive behind the scenes? Do they have relevant skills (tech, organization, hospitality, photography), and do their availability and physical needs match the role?

When you recruit with role clarity and respect, you’ll naturally attract volunteers who show up ready to contribute.

Finding the right volunteers is like hiring a great house band for a party. When the players know the rhythm and love the music, they don’t need you to conduct every note… they just play! This synergy transforms your event from a stressful to-do list into a smooth, self-sustaining machine.

Beyond the immediate relief, picking the right team is an investment in your long-term volunteer retention. When a volunteer feels like a star in their role, they don’t just help once and disappear; they become a permanent part of your roster.

This consistency eliminates the frantic, last-minute scramble for helpers and replaces it with a reliable crew of community champions.

Now that you know what volunteer recruitment is, let’s really dive into how to recruit volunteers and retain them.

Many organizers jump straight to “We need volunteers!” posts before they know exactly what they’re asking for. That almost guarantees vague responses and last-minute scrambling. A little planning up front gives you sharper messaging, better-fit volunteers, and less chaos on event day.

Start by mapping the real work your fundraising event requires. Think in terms of roles, tasks, and time blocks so that you and your future volunteers both know what success looks like.

List out everything that has to happen for your event to run smoothly. Then group related tasks into clear roles. For a typical fundraising event, you might end up with roles such as:

For each role, write down a short description or volunteer title, the time commitment, any physical requirements, and who they report to on event day. This becomes the backbone of your volunteer sign-up form and saves you from the “just show up and we’ll find something for you” chaos.

Next, think about who is realistically most likely to fill each role. You don’t need a 10-page marketing document. Instead, just jot down a few quick personas that capture motivations and communication preferences.

Common volunteer personas for fundraising events include:

• Busy parents who can work short shifts, especially if their kids are involved in the cause.
• Retirees who may have daytime availability and deep community roots.
• Students who need service hours or resume experience.
• Working professionals interested in skills-based roles (marketing, tech, finance, design).
• Corporate or faith-based groups looking for one-day team volunteering opportunities.
• Virtual volunteers who can help with promotion, outreach, or admin tasks from home.

Write down why each persona might say yes, what could hold them back (transportation, childcare, accessibility, schedule), and which roles are a good fit. This keeps your later outreach targeted and inclusive instead of one-size-fits-none.

Once you’re clear on what you need and who you’re hoping to attract, you can build a repeatable system for outreach. Think of this as your volunteer recruitment checklist!

If you want to learn how to recruit volunteers for nonprofit organizations, this checklist will be especially helpful. Here’s a simple sequence you can follow for any fundraising event or program.

That central sign up form does a lot of heavy lifting, so don’t skip it. You can use a collections and sign ups platform like Cheddar Up to seamlessly coordinate with your volunteers.

“We need volunteers” is easy to ignore, because it doesn’t tell anyone what they’re signing up for or why it matters. Use your personas and roles to write invites that feel like personal opportunities instead of desperate pleas.

For example, instead of:

As you invite people, double-check that your language and logistics don’t unintentionally exclude folks.

Mention accessibility features or ways to help from home when possible. If your event is family-friendly or offers childcare, say so! When people see themselves reflected in the invitation, they are much more likely to step forward.

Fundraising events add extra pressure to your volunteer recruitment, because there’s real revenue on the line and a hard deadline. The good news: A simple timeline and some tested tactics can keep you ahead of the curve instead of in permanent fire-drill mode.

Use this rough timeline as a starting point, and adjust based on your event size and complexity.

Recruitment doesn’t have to be perfect on day one, it just needs a structure! When you follow the same timeline each time, you’ll quickly see which steps drive the most sign ups and which you can streamline.

To save you time, here are some simple templates you can adapt to your audience and event.

If you only think about how to recruit volunteers for a single event, you’re leaving a lot of value (and relationships) on the table. 

The real magic happens when a first-time volunteer has such a great experience that they become a regular or even a future board member. Ultimately, it all boils down to how you manage your volunteers and show them appreciation.

Onboarding starts the moment someone signs up. A clear confirmation email with role details, where to park, what to wear, and who to ask for is surprisingly powerful.

On event day, aim for a short but thoughtful orientation: greet volunteers by name, reiterate the mission, review safety basics, and walk them through how their specific role supports the fundraising goal. A five-minute huddle that connects tasks to impact makes even mundane jobs feel meaningful.

Retention is less about elaborate appreciation events and more about consistent, human follow-up. After each fundraiser, share results with volunteers. After all, they are part of your mission. They want to see the success! Show them the money raised, programs funded, and lives touched. Be sure to connect the dots to their specific contributions!

Between events, keep your volunteers in the loop with occasional updates and invitations to low-pressure social gatherings or training. Feedback surveys are also super helpful. When your volunteers see their ideas taken seriously, they start to view themselves as true partners rather than free labor.

Nothing kills enthusiasm faster than juggling paper sign-up sheets, endless email threads, and last-minute changes no one can track. An all-in-one platform like Cheddar Up centralizes sign ups, communications, and data gives everyone a calmer experience.

Helpful features to look for include:

• A shareable event or group page where all volunteer opportunities live.
• Custom forms so volunteers can choose roles, shifts, and indicate skills or accessibility needs.
• Built-in waivers and required fields for safety or policy compliance.
• Automatic confirmation emails and reminders before each shift.
• Integrated payment collection for ticketed events, donations, or merchandise, so volunteers and attendees use one system.
• Real-time dashboards that track sign ups, show-up rates, and volunteer contact info.
• Multi-admin access so different committee members can help manage volunteers without sharing passwords.

Because it’s built specifically for community groups, Cheddar Up’s group payment and form collection platform brings many of these pieces together in one place. Organizers can create Collections that combine event registration, volunteer sign ups, and custom forms all in one place. Plus, you can accept payments and donations online without requiring an app or account from payers.

Recruiting volunteers doesn’t have to feel like starting from scratch every time. When you clarify your event roles, understand who you’re trying to reach, write specific and inviting asks, and make sign ups simple, you’ll steadily build a reliable bench of supporters who are excited to help.

If you’re ready to simplify the way you organize fundraising events and volunteers, explore how Cheddar Up can support your next function. Watch the 3-Minute Demo or reserve a spot in a live walkthrough with Join Cheddar Up Live Session to learn more!