Auction Volunteers - How To Hire and Train Them

Auctions are exciting events that can raise a lot of money for great causes–but they require careful planning and teamwork. That’s where volunteers come in. They are the backbone of any successful auction, ensuring everything runs smoothly.

Today, we will discuss how to find and train the right volunteers. From recruiting passionate and dependable helpers to equipping them with the skills they need, we’ll share practical tips to make your auction successful. 

1. Identify Your Volunteer Needs

The first thing your nonprofit needs to understand is the scale and complexity of your auction, whether it's a small community event or a large-scale fundraiser. Then, identify the specific volunteer roles and responsibilities needed to ensure the event runs smoothly. Your assessment will help determine the number of volunteers required and the types of tasks they will manage. 

For example, larger events may need roles like auction item procurement teams, registration staff, and event coordinators, while smaller auctions might require fewer volunteers focused on specific tasks​.

Different Volunteer Roles and Responsibilities

After assessing your event's scale, define clear roles and responsibilities for your volunteers. Essential roles often include:

• Event Coordinator or Chairperson: This key role, often filled by someone with strong leadership and organizational skills, is responsible for overseeing the entire auction process from planning to execution.
• Procurement Team: Members of this team engage with community businesses and donors to procure auction items. They need to be well-connected and experienced in fundraising​.
• Registration and Check-In/Out Staff: These volunteers manage the registration desk, greet attendees, and handle ticket sales, playing a crucial role in making a positive first impression​​.
• Options for more specialized tasks may include security personnel, greeters, and auction spotters requiring skills such as good communication, attentiveness, or technological proficiency​​.

It's wise to adjust the volunteer roles according to what your auction requires to ensure both satisfaction and the success of the event.

2. Find Auction Volunteers

It goes without saying that your auction's success highly depends on auction volunteers. The first step to getting it right is to know where to find them.

Explore Local and Online Platforms

Local communities remain a vital resource for recruiting volunteers. Engage with local volunteering centers, community action groups, or even coordinate with your local government, which can promote your needs through their channels. 

For auctions, where specific skills like organization or salesmanship might be required, these local resources can provide volunteers with a strong connection to your cause.

Online platforms extend your reach. They allow you to connect with volunteers who are looking for opportunities but might not be in your immediate geographic area. 

Websites like VolunteerMatch and Idealist are fantastic for posting opportunities because they allow you to filter potential volunteers by their location and interests​​. 

For more specialized roles, platforms like Catchafire can connect you with professionals who offer pro-bono services that could be crucial for specific auction tasks like marketing or web design.

Use Current Volunteers and Networks

Your current volunteers are your best advocates. 

They're likely connected to people who share their passion for your cause and could be motivated to join your efforts, especially if they see their peers recommending the experience. 

Utilize your existing volunteers’ networks by encouraging them to bring friends or by using referral programs to tap into their contacts​​.

Write Effective Recruitment Messaging

When hiring volunteers, your message needs to be on point. It should clearly mention not only the needs of your auction but also the impact that the volunteers will have. 

Highlight the unique aspects of your event, such as its community impact or any special experiences that volunteers might gain. 

Ensure your messaging conveys the importance of their role and what they will gain, whether it’s community connections, new skills, or other benefits​.

Example

"Join Our Auction Team and Make a Difference! Are you passionate about [Your Cause]? We're looking for enthusiastic volunteers to help with our upcoming auction. Your help will support our mission and offer you a chance to meet new people and gain valuable experience in event management. 

We need help with event planning, customer service, and marketing. Think you can help us make a real difference? Join us!

Date: [Insert Date]
Location: [Adjusted to Your Needs]
Sign up here: [Link to sign-up page]

Come make a lasting impact and help us make this event a success!"

Feel free to customize this message with specific details about your auction to make it more personal and engaging for potential volunteers.

3. Select the Right Volunteers

This step is not just about filling the roles but selecting the right candidates who share your organization's vision of helping others and are equipped with the right skills.

What to Look for in Potential Volunteers?

Skill Sets and Experience

Identify volunteers with the skills for your auction's success. 

For instance, if you need someone to handle the live auction software or manage the bid sheets, look for individuals with relevant technical skills or experience in similar roles.

Similarly, volunteers who are comfortable with sales or customer service can be great for roles like raffle ticket selling or registration​.

Personality and Engagement

The demeanor of your volunteers can influence the auction atmosphere. 

For roles that involve direct interaction with guests, such as greeters or auction item promoters, choose volunteers who are both friendly and enthusiastic and good communicators. 

Your volunteers should be able to create a welcoming environment and encourage more active participation from attendees​.

Reliability and Commitment

Check for volunteers' availability and willingness to commit to the role requirements, including any preparation meetings or training sessions. 

Dependability is key in almost all volunteer roles, and one volunteer's failure to show up at the event can disrupt the flow of the whole auction.

Conducting Interviews and Background Checks

Structured Interviews

Conduct interviews that allow you to assess how well the volunteers' skills and characteristics match with the auction's needs. 

Ask about past volunteer experiences, why they're interested in supporting your nonprofit, and how they handle high-pressure situations, which are common in auction environments​.

Background Checks

While background checks are mostly for roles involving financial handling or unsupervised interactions with children, they may not be necessary for all positions. 

However, they do add a layer of security and trustworthiness to your team, especially for high-responsibility roles.

Role-Specific Questions

Interview questions must be according to the roles you are offering. 

For example, if a volunteer is applying to be an auctioneer's assistant, you might ask about their ability to work under pressure and handle complex tasks quickly. For a merchandise handler, inquire about physical capabilities or previous experience in similar roles​.

4. Train Your Volunteers

Here's a breakdown of what the training should cover.

Orientation on Mission, Vision, and Event Goals

Proper volunteer training starts with a solid orientation that aligns your volunteers with the mission and vision of your organization. You must ensure that everyone understands the goals of the event and how their roles contribute to its success. 

It's important to communicate not just the "what" and the "how" but also the "why" behind their tasks to create a deeper commitment and understanding​.

Task-Specific Training

Once the volunteers understand the 'why,' it's time to focus on the 'how.' 

Assign roles based on their skills and interests. For example, volunteers handling auction items need clear instructions on item management and bid tracking, while those in charge of guest services should be trained on registration processes and customer service. 

Ensure that each volunteer feels confident in their role and understands the procedures they need to follow.

Resources and Continuous Learning Opportunities

Provide your volunteers with training manuals or online resources they can refer to not just before the event but as a refresher throughout their tenure. 

Consider setting up a dedicated communication channel, like a Slack group or a WhatsApp thread, where volunteers can ask questions and share insights. This will keep everyone in the loop and build a sense of community and support among the team.

Interactive Training Techniques

Include interactive elements like role-playing or simulations during the training sessions. 

This hands-on approach helps volunteers practice their skills in a controlled environment, increasing their confidence and preparing them for the real event.

Mentorship and Support

Pair new volunteers with experienced ones. The mentorship approach helps transfer knowledge and welcomes and supports new volunteers. 

Regular feedback and encouragement from mentors can also improve volunteer performance and satisfaction.

Recognition and Motivation

Acknowledge your volunteers' hard work and dedication. Simple gestures of appreciation, such as a shoutout in a newsletter or a thank-you card, can go a long way toward keeping volunteers motivated.

Legal Considerations

Volunteer Classification and Fair Labor Standards

Always correctly classify your volunteers to avoid legal pitfalls. Misclassification can lead to fines and penalties.

For example, volunteers should not be used as substitutes for paid employees nor be expected to fulfill roles that require compensation under the Fair Labor Standards Act (FLSA)​.

Background Checks and the FCRA

If conducting background checks on potential volunteers, compliance with the Fair Credit Reporting Act (FCRA) is mandatory. 

If the background check influences volunteer selection decisions, you must obtain consent, be transparent about how the information is used, and follow specific protocols​.

Insurance and Liability

Review your organization's insurance policies to ensure they cover volunteers. 

General liability policies often include volunteers, but in some cases, it might be advisable to secure separate policies to protect the organization's liability limits and manage potential claims​.

Compliance with Discrimination Laws

Make sure all volunteer recruitment and management practices comply with anti-discrimination laws. 

Treat all volunteers equally regardless of national origin or citizenship status, as per guidelines from the U.S. Department of Justice​.

Workers' Compensation and Volunteer Injuries

Typically, volunteers are not covered by workers' compensation insurance. However, some states may have provisions for volunteer coverage under certain conditions. 

It's crucial to understand these specifics to determine how to handle potential injuries during volunteer activities​.

Safety Training and Environment

Providing a safe work environment is a legal necessity along with proper safety training and any required protective gear to prevent accidents and injuries.

Make Your Auction Hit With Skilled Volunteers

Don't view volunteers as only helping hands. They are the backbone of any successful auction. Their dedication can make the difference between an average and spectacular event. 

That's why the importance of selecting the right volunteers cannot be overstated. The goal is not just to fill positions but to find individuals whose skills and passions align with the needs of the event.

A well-informed volunteer who understands their role, the goals of the auction, and the tools at their disposal can dramatically improve the efficiency and atmosphere of the event.

Remember, investing time in choosing and educating your volunteers is not a side task—it’s a central strategy to ensure your auction is successful. 

Let's aim high and celebrate the remarkable contributions of volunteers who bring our missions to life through their dedication and hard work.