February 23, 2022
How To Find Volunteers For Your Next Event
When planning your next event, it’s imperative to consider the number of hands you’re going to need working behind the scenes. An efficient way to keep labour costs low and increase productivity is to hire volunteers to work at your event.
Why hire event volunteers? Hiring volunteers means you’re actively working with the local community, providing options for both professional and personal development in event planning. This is all while expanding your network, brand awareness, and connections within the industry.
In summary, by hiring volunteers, you’re providing a mutually beneficial agreement for the volunteer, the community, and your business.
But how do you find volunteers for your next event? Well, you’ve come to the right place. Here are our top tips for recruiting volunteers, and finding the best candidates to make your next event perfect.
Define Your Ideal Volunteering Candidate
When planning your volunteer recruitment strategy, one of the first things to establish is what your ideal candidate looks like.
Who – Who is best suited for this position? Are there any special requirements? e.g. specific training, qualifications.
What – What is their role? What will their duties be? Having clear expectations is important. If you don’t know, neither will they.
When – When are they available? When do you need them available? Providing the date and time of training sessions/shifts in advance will open up more options for volunteers.
Where – Where is the location? Where are they located? Be clear “ Event Volunteering, Melbourne” Also, map the most accessible points to the venue prior.
Why – Briefly explain why the role is important to the cause or event. “We need like-minded people with a passion for people, music, and sound engineering to make this fundraiser rock. “
How – How do they get involved? “Fill out this form. Wait for our call. Attend required training. Show up on time to the event!”
Click here to read what we think makes the Perfect Events Volunteer https://perfectevents.com.au/2020/05/20/volunteering-in-the-events-industry/
How to Promote A Volunteering Opportunity
Now that you’ve got an idea of what your ideal candidate looks like, it’s time to connect with your potential recruits. Not sure how to schedule volunteers for an event?
The best way is to advertise the event and position. Advertising yourself is a great way to get volunteers to come to you. If you’re wondering how to promote your event to volunteers, keep on reading.
Social Media Call-Outs
Social media is your ally in the volunteer recruitment process. In today’s society, social media has the power to do anything. Having an online presence through platforms like Instagram, Twitter and Facebook can help establish a direct line to you and potential candidates. It also raises awareness of your event. By internally sponsoring your posts, you can exponentially grow your outreach.
Alternatively, you can list your positions on job sites such as LinkedIn and Seek. These job sites can help make the application and screening process much easier and more professional for mass recruitment.
Peer-to-peer recruitment is one of the oldest and best ways to screen candidates for your next event. Worked with someone in the area and think they’d be great for the job? There’s no harm in reconnecting with an email to see if they’re interested. If they’re not keen, get them to ask around and create a buzz.
Don’t be afraid to take the initiative and engage with different people. Whether it’s people from the past or those that you’ve only just networked. What is most important is to appeal to volunteers who align with your business model and the core values of your event.
Reach Out To Students
One regularly missed opportunity is hiring students. Students often have a can-do attitude and excitement for on-the-job learning. High School and University students may be required to do some form of work experience for their education.
Providing students volunteer opportunities in event management can often push them to better themselves professionally. These experiences can even change the direction of their career, inspiring the newest wave of event experts. The best way to go about this is by contacting the school/university directly and offering school approved volunteering/work experience. Advertising positions for students help not only your event but the industry long term.
Utilising Personal Contacts & Your Professional Network
Utilising personal contacts is an absolute MUST when organising volunteers for an event. Word of mouth is everything. There’s always someone who knows a guy, who knows a guy, who ends up being great for the event.
Make your approach less formal, more casual. Interpersonal relationships sell numbers; it’s the same with talent. Networking opens many doors; it’s up to you to take advantage of these opportunities. Putting yourself out there and using your personal and professional networks is one of the easiest ways to achieve your goal of finding the perfect volunteers.
Incentivising volunteer opportunities is critical in the recruitment process. Volunteers are just that, volunteers. Incentives need to be provided to show that you (and the business) appreciate their time, work, and effort. Incentives don’t necessarily need to be financial. They can be awards, celebratory lunches, team-building exercises, opportunities for professional development, etc.
Sometimes, all it takes is a well deserved “thank you” to boost morale and generate positive, reoccurring professional relationships.
Creating A Permanent Volunteering Application On Your Site
You’re going to want to keep an organised log of all of your potential recruits. One of the best ways to do this is to create a permanent volunteering application on your site. A volunteer form can help you to keep a detailed backlog of potential volunteers.
Having an easy, permanent application portal open on your website allows you to store all of their provided information for you to contact them for future volunteer work.
Maintaining this dossier keeps your options for networking and new professional relationships open. It also minimises the time you’ll need to spend in the volunteer recruitment process for the next event.
Click here to see our Perfect Events volunteer form (HYPERLINK) https://docs.google.com/forms/d/112m7TePs_flVdgfFpzjrVLFd7qcirNdRftgd-BXA-uQ/viewform?edit_requested=true
Enjoy The Party!
Time to celebrate! That’s our guide to efficiently finding volunteers to work on your next event. Hopefully, these steps have helped you to outline your perfect candidate, giving you an idea of the steps you can take to reduce the stress and hassle of planning your next event.
January 24, 2022
What is Sustainable Event Management?
Today, we’re sharing some tips on how to plan a greener, more sustainable event. This is an aspect of event planning that’s increased in importance in recent years, and we see that trend continuing as we move out of the COVID era, and in-person events return.
Sustainable event management means incorporating environmental and social responsibilities in your event plan to support goals like reducing the impact of your event, and maximising the benefits to the community.
Let’s explore a few steps you can follow to plan a sustainable event.
How To Plan a Sustainable Event
Just as planning a COVID-safe event requires additional considerations, resources and precautions, the most sustainable events are carefully planned from end to end so each aspect of the event has minimal negative impacts. Here’s how you can do the same.
Look For a Sustainable Venue
One of the first tasks is to seek out a sustainable venue for your event. You can look for venues with sustainability certifications such as the LEED and BREEAM certifications, or the Green Building Council Australia’s Green Star. These certifications are only attainable if a building meets specific criteria as outlined in official standards such as ISO 9001:2015.
If you’re unable to secure a certified venue for your event, you can still take proactive steps to reduce the event’s impact. For example, you could choose a location that’s easily accessible by public transport, or is within walking distance of the city centre. You could also provide incentives to attendants who walk or cycle to the event rather than drive.
You should consult with the venue owner to discuss sustainability considerations before selecting your venue. Some sustainability considerations to discuss could include the venue’s energy sources and efficiency, catering and supplier choices, water supply, and waste disposal.
Recycle and Reduce Waste
Nothing is sure to rile up your event’s attendees like overflowing bins and poorly managed waste. You can avoid this by reducing the amount of single-use tableware and packaging. Consider swapping out that single-use swag bag or handout for something that’s reusable (such as a tote bag).
Another way to reduce waste is to ensure people are aware of how and where they should recycle. This begins with your pre-event communications and should extend into signage, recycling infrastructure and comms during the event.
Reduce Your Event’s Carbon Footprint
Thinking about how to minimise your event’s environmental impacts in a holistic sense is one of the most powerful ways to create a sustainable event. Here are a few ways to reduce your event’s carbon footprint:
- Use renewable energy sources for power generation
- Choose a venue that’s easily accessible by public transport
- Reduce food waste by implementing composting or other systems for repurposing food
- Use biodegradable materials instead of plastic for packaging
- Implement clear recycling policies and infrastructure
- Reduce paper usage by focusing on digital marketing
The biggest benefits will come when you are proactive and focus on sustainability as early as possible in the planning process. That can mean choosing to work with sustainable suppliers, and ensuring your event communications clearly outline your sustainability focuses and goals so that your guests know what to expect when they arrive.
Examples of Green Events
Planning a green event? There are many factors to consider, but the good news is, you don’t have to reinvent the wheel. From intimate festivals to huge sporting events, forward-thinking event planners have led the way with planning and managing events with a clear focus on sustainability. Here are a few examples to take some cues from.
1. A Path to Zero Carbon
In 2019, HESTA’s “Path to Zero Carbon” event was produced by Perfect Events. Former Vice President and guest speaker, Al Gore inspired the room with what a transition looks like to a low carbon future. Perfect Events ensured the event was sustainable through working with the client and the venue to have the event carbon offset, we certified all suppliers with environmental compliance and took on board all of the incredible insight that Al Gore provided during his key note. We were then able to further educate the Perfect Events team and work to make all of our other events as sustainable as possible.
Perfect Events’ CEO Liliana Sanelli & Head of Operations Rebecca Adams with “A Path to Zero Carbon”
event guest speaker Al Gore, 2019
2. Byron Bluesfest
Byron Bay’s famous Bluesfest has been at the forefront of sustainability in Australian music events for more than a decade. The event has received multiple awards for championing sustainable initiatives such as recycling food and waste products via partnerships with local farmers, and ensuring the local wildlife (including koalas) are well protected.
3. Falls Festival
The multi-location Falls Festival is known for its innovative no-flush, no-water, chemical-free toilet systems. This is a huge step towards minimising water use, and the waste is also turned into usable compost. There’s also a strong communication strategy in place to inform attendees of sustainability initiatives.
Munich’s world-famous beer festival welcomes millions of partygoers each year, and is a pioneer for sustainable large events. Oktoberfest banned disposable tableware all the way back in 1991, and today the event continues to search out the greenest solutions for energy, food and recycling.
5. Burning Man
Burning Man’s ‘Leave No Trace’ policy is a good example of proactive communication prior to the event. Organisers instruct attendees to leave the location as they found it, and encourage proper planning so that only essential items are brought onto the site.
6. London 2012 Olympic Games
Events don’t come much larger than the Olympics, and the 2012 edition hosted by London was a paragon of sustainable event planning and event management. The event received widespread praise for its efficient use of infrastructure, including legacy planning for newly built facilities, hiring rather than purchasing of equipment, and use of colour-coding to ensure compostable waste, recyclables and non-recyclables were properly organised and processed.
Why Are Sustainable Events Important?
Today, there’s a greater focus on the environment, climate, and social responsibility than there has been in prior generations. Modern research suggests that attendees, staff, and volunteers prefer to be associated with brands that take sustainability seriously.
A 2019 study showed that two of the top three most important initiatives for music festival attendees in the UK were environment-based: waste reduction and eco-friendliness were voted for by 62% and 57% of respondents respectively. Other factors like increasing the variety of activities at an event or the number of places for photo opportunities received far fewer votes.
Moreover, a 2021 survey by Deloitte states that nearly half of Millennial and Gen Z respondents had ‘made choices over the type of work they are prepared to do or organisations they’d work for based on personal ethics’.
So the votes are in, and people—especially younger people—are siding with brands that take sustainability seriously. And if you aren’t already seriously looking at how your events can be more sustainable, it’s time to get started. Remember to start from the beginning of the planning process, and consider how you could include more sustainable practices both in your plan and during the event, every step of the way.
Want to learn more about hosting a perfect event? Explore more of the latest articles on our event planning blog. If you’re looking for someone to provide all the expertise and planning for your next sustainable event in Australia, get in touch with us today!
November 24, 2021
What is time management? Tips and tricks for event planners
If you’re an event planner, you’d know that time management is an important skill to have. You need to be one step ahead at most times, prioritising your to-do list to create events that run smoothly.
Knowing how much time you have for the lead-up and the event itself will help you formulate your event management plan.
How important is time management for effective event management?
The best events are those that have every detail planned out, from the moment your guests receive your event promo right through to the days following the event.
Event managers need to execute every necessary step to create a flawless event precisely.
And time management plays a significant role in creating an effective event management plan.
In the lead up to the event, time management helps you:
- Plan when to send out invitations
- Promote your event via email blasts, social media and more
- Handle registrations
- Book venues, speakers and other suppliers
At the event, time management helps you:
- Set up the venue
- Have suppliers on-site at the correct time (e.g. caterers, audio, ushers)
- Welcome guests and speakers
- Run the event to a schedule
After the event, time management helps you:
- Pack up the venue
- Send thank you gifts or notes to your suppliers and speakers
- Follow up with attendees
- Promote the success of your event on social media
Here are 4 top tips for event managers to improve their time management skills
An organised event manager is going to stand out. You’ll have the entire event planned, and your team (including suppliers) will all be on the same page.
If you want to improve your time management skills to be a better event organiser, here are our top tips.
The best-made plans start with knowing your end goal. What is the nature of the event, and what does your client want to see? Are you creating a gala with over 500 guests, or are you hosting an online event with a maximum of 100 guests?
Once you know your end game, you can start working backwards to create your event management plan. This includes creating a timeline.
You should know what needs to be done and by what date. Make sure you leave some time for unexpected things that pop up (like a supplier who can no longer provide a service etc.).
Planning helps you and your team all work on achieving the same goals and meeting deadlines.
Use a Project Timeline
A Project Timeline is your best tool when it comes to event time management. Whether you’re using an excel or word document or a Project Management program like Monday.com or Asana, make sure you refer to it often.
If you’re working with a team or coordinating an event, it’s best to make sure you share your Project Timeline so everyone can see the deadlines.
Using your Project Timeline will help you see when there are busy or quiet moments in the planning to help make time for yourself – something many overly busy event planners tend to forget! And this is especially important if you’re running multiple events. You don’t want to burn yourself out and drop the ball by missing important deadlines.
Communication plays a major role in time management for events. It’s easy to take on every project that comes your way, but sometimes, you need to ask questions at the start to make sure you have time to take on a project.
And if you don’t have time, let your client know you can’t take on their event. The alternative is becoming great at delegating and using a team.
If you’re leading a team, you will need to master the art of clear and open communication. You all need to be on the same page and working towards the same goals for a successful event.
When you’re all on the same page, you’ll find your time management is enhanced as you’re not explaining the same thing over and over. You delegate clearly and leave the task up to them to complete in time.
Remove any distraction
When you’re planning an event, you can’t afford to get distracted. And let’s be honest, most of us have something that will distract us and take our mind off the job at hand.
The biggest issue with distractions is that they aren’t always the best use of our time and are not likely to have been included in your event time management plan.
For example, you may be posting about the event on social media, and before you know it, you’re scrolling aimlessly and laughing at funny memes about cats. Or you’re working from home, and your dog pops over for a quick pat, and just like that, you’re out in the backyard playing fetch.
All excellent distractions, by the way, but a distraction all the same!
One way to remove distractions (besides locking yourself away from the world) is to schedule your ‘known distractions’ into your event plan! Take time out to scroll through your social or play with your dog, and so on.
Make your ‘distractions’ a part of your time management plan.
Time management for event planners is a skill and quality that often comes naturally
Most of the time, event planners are naturally talented when it comes to organisation and planning. You’re meticulous in paying attention to details, and you know how to capture every item for a successful event.
Remember to be kind to yourself and factor in time for you, your distractions, and multiple clients, and you’ll find that you’ve got this time management gig down pact.