EVENTS For a positive outcome, it is critical for volunteers to be given an induction that includes adequate training and understanding of what is expected of them. This will avoid misunderstandings and later recriminations, minimising any potential risks. Before starting, volunteers should sign a position description and contract with the organisers, including their requirements, training received, and the benefits that they will gain in return. This will also protect organisers if volunteers are injured during something that was not part of the agreement. Training will benefit both parties, as without it, volunteers will not make an effective contribution to the event. The training procedure reinforces the idea that they are of value and are making a significant contribution to the event. It also develops personal skills. Volunteers should be treated and trained just the same as any other staff members and it should be demonstrated to them that their time is worthy and important to the success of an event. Selection, recruitment and training were all noted as of paramount importance for the London 2012 Summer Olympics. A great amount of time was spent on the selection of volunteers, with a particular emphasis on role and venue specific training (London Organising Committee of The Olympic and Paralympic Games 2011). ABOUT THE AUTHORS Katie Radley is an undergraduate studying Event and Festival Management at Buckinghamshire New University. She has experience in event management and production including with Fisher Productions, at the L’Oréal Colour Trophy Tour, Love Supreme, and the UK Music Awards. She can be contacted via katie. radley@hotmail.co.uk Nick Eade MA, MSc BA (Hons) (FHEA) has worked in the event management industry for over 20 years and has been employed at Buckingham New University for 13. He co-wrote the Event Management BA (Hons) course and is course leader for Event Management. www. bucks.ac.uk / 01494 522141 ext. 3007 should be carefully considered. Their treatment has an impact on their retention, as does a volunteer’s understanding of both the event and the management structure they are working within. Organisers have a duty of care to look after their volunteers’ health and safety. All potential risks and consequences should be analysed for their roles and incorporated into the risk assessment to ensure their safety has been addressed. The Health and Safety at Work Act 1974 requires that employers (i.e. event organisers), site/ venue owners and self-employed contractors, have a statutory duty of care to protect the health and safety of those that may be affected by their work activity. To protect your organisation, your insurance policy should be checked to see if your public liability or employer liability insurance covers volunteers. MOTIVATION OF VOLUNTEERS According to the book Event Management, motivation is what commits people to a course of action, enthuses, energises and enables them to achieve goals, whether the goals are their own or the organisation's (Bowdin, 2012: p101). Keeping volunteers motivated will often require an incentive. Many events will receive a lot of applicants because of their interest in the event, and the reward for their time will be attending the event for free. Other incentives for volunteers will be to enhance their skills and experience within the industry. Making the effort to understand volunteers’ motivation will help find ways to keep them motivated and working to the best of their abilities. This will be a big factor in whether volunteers enhance the success of the event and the attendees’ overall experience as volunteers are often the main people in contact with the public. A way to help ensure volunteers add value is to use the application process to your advantage and carefully select people who have good incentives for wanting to volunteer. Their reasons will affect their motivation and the effort they put into their roles. Volunteers with past experience are a good bet as their track record will demonstrate their interests, dedication, skills, and reliability. In conclusion, volunteers are a crucial resource and can be the making of an event with the right recruitment, management, training, and health and safety considerations. However, as they are often in the most public facing positions, they can also be directly responsible for an event’s success. Motivation is a critical factor as useful and enthusiastic volunteers will do wonders for the experiences of the attendees. RISKS INVOLVED Events can be both demanding and dangerous; serious consequences can result from having disruptive or uninterested staff representing the event. Long hours are often expected from those working at events, and to keep staff performing as they should can be difficult. Volunteers should receive appropriate supervision to minimise any issues and ensure they are working to the correct standards. Management structures need to adjust to volunteers’ needs, not the reverse. Those organising or recruiting volunteers must be sensitive to their impressions and expectations. The way that organisers treat their volunteers, regardless of a reward system, GETTY IMAGES 56 WWW.OPENAIRBUSINESS.COM
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