Lessons Learned from Crowfest
Wow — what a weekend! Coordinating over 80 volunteers at Crowfest was both one of the most tiring and rewarding experiences of my life. After four days of recovery, I’m still feeling the effects, but I’m also filled with immense gratitude and positive vibes. The volunteers were amazing — understanding, fun, forgiving, and adaptable, even when things were chaotic or slow. It was so hot, but they kept going!
As a new, passionate volunteer coordinator, I have some thoughts on how to create a lasting impression and an impactful experience for both yourself and your team.
1. Communication is Everything
No matter how well you plan, communication is always a challenge. Everyone is living their own busy life, and it can be hard to get messages across. But clear communication is what saves you when the day gets tough. It’s important to keep volunteers informed — whether things are going well or falling apart. People appreciate knowing what’s happening and how they can help, even in chaotic moments.
2. Be Transparent
Honesty goes a long way. Volunteers know things can go wrong, so if you’re transparent about the challenges, they’ll often rise to the occasion and support you. I had one volunteer — she was only 16! — who saw how chaotic things were getting and took the initiative to make a clipboard and start organizing. It was incredible to see someone so young step up. Transparency helps create a sense of ownership and responsibility among your volunteers.
3. You Can’t Please Everyone
No matter how hard you try to reduce risks, prevent accidents, or create a flawless plan, there will always be someone who grumbles. And that’s okay — you can’t dwell on it. One crucial thing I learned is to never let them see the panic in your eyes! If they sense you’re panicking, they’ll start to feel anxious, and that’s another mess you can’t afford when managing so many moving parts. Stay calm, composed, and positive, even when everything feels chaotic.
For those volunteers who may cause more grief than others, here’s a tip: hand them a feedback survey (you do have those, right?). Encourage them to write their concerns down. I was told during pre-planning not to offer feedback surveys because “everyone will complain about something.” That’s just not true. Yes, some people will have complaints, but that feedback is essential for improving and reducing problems for next year. I’ve learned to love the volunteer who grumbles because, through them, I can identify areas that need fixing and make future experiences even better.
4. Your Morale is Their Morale
As a coordinator, your attitude sets the tone for your team. If you’re grumpy, frustrated, or negative, that energy will spread. Some volunteers asked me how I kept my positivity up, and honestly, I don’t know how I managed it at times. So many things went wrong, and the days were incredibly long. But I kept going because these volunteers deserved to have the best time possible. They showed up, gave their time, and were supporting something bigger than themselves. They deserved an impactful experience too! If I let my morale drop, theirs would have dropped as well. I stayed positive for them, and it paid off. Some volunteers said it was one of the best experiences they’d ever had, and some even stayed past their shifts because they didn’t want to leave! Your positivity can create an atmosphere where volunteers feel valued and excited to be part of the experience.
5. Keep Them Full
One of the simplest yet most important tips — feed your volunteers! Plenty of food and water can make all the difference. It’s okay to go overboard with snacks because chances are, some volunteers could use the extra food at home. Hungry volunteers are unhappy volunteers, so keep them fuelled, and you’ll keep them happy.
6. Build Relationships
Finally, and perhaps most importantly, build real connections with your volunteers. Learn their names. Make them feel special. Let them know they are essential to the project. When volunteers feel valued, they go above and beyond. I had volunteers looking out for each other — and for me. One volunteer even emailed me after the event, saying that in just one day of volunteering, she felt like part of a family. Those relationships are what make volunteers want to come back for the next adventure.
The Reward is in the Experience
I’ll be honest — planning wasn’t my favourite part of this job. But the two days I spent with my volunteers were completely worth it. The connections I made, the smiles, the laughter, and the sense of community were unforgettable. When I went home, I couldn’t stop smiling. The volunteers made my weekend, and I’ll never forget that.
The rewards I received were beyond anything I could have imagined. One volunteer even made me a handmade keychain to say thanks for being so kind and smiley throughout the event. Another volunteer, who had such an impactful experience, created a beautiful artwork of two crows in honour of Crowfest and gifted it to me. I wasn’t expecting those at all, but they really made me feel like I had done something right!
But the biggest reward of all was hearing that my volunteers had such positive experiences, made new friends, and wanted to volunteer again. That was the most meaningful gift I could have received, and it showed me that, despite the challenges, we had created something truly special together.
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