Table of Contents: Creating a Supportive Environment for Volunteers
Volunteerism is the heartbeat of the events industry. It’s a truth that resonates with me now more than ever as I begin my term on the MPI Ottawa Chapter Board of Directors as Director of Member Care. This new role is both an honour and a responsibility, and I’m looking forward to working alongside an incredible group of planners and suppliers to help MPI Ottawa thrive. But stepping into this position has also given me time to reflect on the vital role volunteers play in shaping the success of any event or organization.
At its core, volunteerism is a profound act of giving. It’s the willingness to dedicate time, energy, and expertise to a shared goal. Whether it’s mentoring emerging professionals, designing impactful educational programming for their peers, bringing together the right people to address critical issues, or building momentum for meaningful change, the contribution of volunteers at events and conferences brings passion and fosters growth and innovation in their industries.
Yet, as much as volunteers give to organizations, it’s crucial that organizations give back to their volunteers. Ensuring that they feel valued and supported is not just the right thing to do—it’s a necessity for long-term sustainability. When we fail to care for our volunteers, we risk burnout, disengagement, and ultimately, losing the very people who make our events and initiatives possible.
Creating a Supportive Environment for Volunteers
Organizations that rely on volunteers need to put thoughtful systems and practices in place to set them up for success. Below are a few strategies we can all adopt to ensure volunteerism remains rewarding for everyone involved.
1. Clear Goals and Role Definitions
Volunteers thrive when they understand the scope and purpose of their roles. By setting clear expectations and boundaries, organizations can help ensure that responsibilities don’t balloon beyond what’s manageable. This not only prevents burnout but also makes it easier to recruit and transition new volunteers when roles are well-defined.
2. Comprehensive Documentation and Handover Practices
Transitions can be challenging, especially when roles have grown too big or lack proper documentation. By creating resources — like detailed role descriptions, task lists, and timelines — and prioritizing handovers during leadership changes, we can ensure continuity and reduce stress for incoming volunteers.
3. Recognition and Gratitude
Never underestimate the power of a thank-you. Acknowledging the time and effort volunteers give—whether through formal recognition programs or simple, heartfelt messages—goes a long way in building morale and fostering a sense of belonging.
4. Opportunities for Growth
Never underestimate the power of a thank-you. Acknowledging the time and effort volunteers give—whether through formal recognition programs or simple, heartfelt messages—goes a long way in building morale and fostering a sense of belonging.
Why It’s Worth It
Supporting volunteers and enabling them to thrive isn’t just a nice idea—it’s one of the most rewarding aspects of our work. There’s something truly special about seeing someone light up when they’ve made a difference, knowing that their expertise and energy have helped create something extraordinary. It’s a reminder of why we do what we do.
As I step into this new chapter with MPI Ottawa, I’m inspired by the dedication of my fellow board members, the generosity of our volunteers, and the incredible impact we can achieve together. Volunteerism is about building a community where everyone’s contributions matter, and I’m proud to be part of that mission.
To all the volunteers out there—thank you. Your work doesn’t go unnoticed, and it’s deeply appreciated. And to those of you who are thinking about volunteering or finding ways to support your own teams, know that the rewards far outweigh the challenges. When we care for our volunteers, we’re not just building better events or stronger organizations—we’re building a thriving, connected, and inspired community.