Enough Formal Banquets! Let's Transform Recognition Events

To our friends in the UK, happy Volunteers Week which begins on June 1st. Here in North America, were finishing up the spring recognition season which broadly goes from April (when our National Volunteer Week occurs) through June. As many others, Ive been on the circuit of luncheon and dinner banquets, served up as the after dinner mint to thank the attending volunteers with an energetic speech.

Enough, please! A few years ago I reflected in a Hot Topic that directors of volunteer services spend part of every year planning, in essence, a big wedding. They obsess over the menu, decorations, invitations, and entertainment. In the end, while the event may be lovely, there is a stultifying sameness about it all. And, I believe, this tradition has nothing whatsoever to do with making volunteers feel thanked for their work.

Steve McCurley and I opened the recent Colorado State Conference on Volunteerism with a presentation on the assumptions of our field. One of these was: “Men do not volunteer.” We provoked conferees to look at hidden messages. For example, Steve asked, which gender is most likely to appreciate a sit-down banquet??? Ever notice who does not attend?

Many of you have discovered this for yourself, of course. In my travels I have heard all about some wonderfully innovative recognition events: safari-themed zoo picnics, outings to amusement centers, ice cream socials, staff-developed variety shows, special passes to behind-the-scenes tours, discount shopping sprees. Please continue to share your event ideas in our Recognition area

The point of this essay is not to trash banquets and praise field trips. It’s to question the fundamental rationale of what we are trying to do and see if we can come up with ways to make any recognition activity more worthwhile (even a banquet!). I am presuming that we want:

• to make volunteers feel appreciated for their work--collectively and individually;
• to help volunteers feel a part of the bigger picture and get to know one another;
• to educate executives and the board about the impact of volunteers throughout the year;
• to acknowledge that paid staff contributes to the success of volunteers (as well as vice versa); and
• to re-commit everyone to further enthusiastic volunteer service.

So why is it that we:

• Invite an outside speaker who doesn’t know anything first-hand about the organization to say “outstanding job”?
• Allow top executives/the board to give a thank you speech that we wrote and they read (complete with mispronounced volunteer names)?
• Seat people at big round tables where they can only hear the conversation of those on either side of them, and then remain fixed in place through speeches and award presentations? (Note: Buffet lines do not offer a “mingling” experience.)
• Print names in a program without any other information?
• Limit attendance because of the cost of the event per person?

Maybe we need to take a new approach and keep our goals in mind. How about:

• Eliminate the speeches and ask various paid staff members to get up and say a few heartfelt--or funny--words.
• If you want the executive to make a presentation, why not share things of interest to volunteers that they don’t ordinarily learn about such as any number of plans for future programs, purchases, staff, etc. Make sure the speech references the ways volunteers will play a role in this upcoming happenings.
• When possible, involve clients in saying the thank you (they may actually welcome the chance). If you can’t do this on site during the event, go around in advance and audiotape the voices of clients, students, visitors, etc., telling what they like about volunteers. Use the tape as background for a slide show of volunteer activities throughout the past year.
• Give nametags with some useful information on them: volunteer position, years of service, something special this volunteer has done. Then make a point of introducing people to one another in such a way as to encourage real conversations. Yes, icebreaker games do work!
• Organize a moveable feast. During the course of the meal (or after each course), make people move around the room and take new seats to meet new people. Volunteers actually want to meet each other. After all, they share their volunteer interests and are genuinely curious about the other people in the room. There are lots of ways to move people around, from colored dots on nametags to musical chairs.
• Re-focus your energies on everyone’s interaction instead of on the meal. Offer great desserts and invite every volunteer, even those who only came in once to repaint the playroom. Allow volunteers to bring a guest. Generate excitement.
• Provide an opportunity for volunteers to speak, too! Have different units prepare a short recap of their year or perform a skit. Ask several key questions from the podium and allow any number of volunteers to give brief answers. Some ideas: What was the most surprising thing you learned as a volunteer this year? What was the funniest incident that occurred? What touched you the most?
• Give volunteers some choice. Instead of one big, dress-up event, why not offer three less formal activities at three different times: a Sunday afternoon picnic, a guided tour of a special museum exhibit on Tuesday morning, and a make-you-own-salad light dinner on Thursday evening. The continuity among these events is something you give each volunteer, such as an annual report, a first aid kit to thank everyone for “coming to the rescue” this year, a set of photographs of themselves at their volunteer assignment, etc.
• Offer something educational. Volunteering is a life-long learning opportunity. Give a seminar on the newest trends in your field. Teach Internet browsing skills. Bring in a corporate trainer who can teach good customer relations techniques.

I also believe that we do not have to plan recognition events “for” volunteers; we can plan them with volunteers. Now there’s some recognition!

Since we have the ongoing Recognition area on this site, please go there to post specific events, gifts and activities which have been successful for you for recognizing volunteers. For this Hot Topic, please comment on:

• Pet peeves about what's wrong with the way recognition is done generally.
• Ideas for doing things really differently.
• Ways that you have gotten volunteers to interact at an event.

If it's hard for you to distinguish which area to post in. Don't worry, just post your response to the hot topic and we'll separate accordingly!!