From Moments to Movement: Hosting Events That Deepen Volunteer Engagement

Gatherings, whether virtual or in person, do more than fill calendars. When shaped with care and intention, they create momentum, reinforce values, and remind volunteers they are part of something bigger than themselves.

At Firefly, we believe that in communities built on trust and connection, that feeling matters.

Whether you are running a one-off session or building a rhythm of regular connection, running virtual or physical events is one of the most practical and energising ways to strengthen your volunteer network and invite others in.

The Volunteer Engagement Playbook: Designing Events That Matter

1. Lead with Purpose, Not Just Planning

Before locking in dates or venues, start with the why. Are you:

• Welcoming new volunteers?

• Celebrating a campaign milestone?

• Co-creating ideas for what is next?

A clear purpose sets the tone for everything. It shapes how you invite people, run the session, and follow up.

2. Meet People Where They Are

Every volunteer brings a different rhythm, capacity, and reason for showing up. Some crave connection. Others want structure and clear outcomes. Offering a variety of formats lets people engage in ways that feel natural to them.

Consider:

• Casual drop-in sessions for new faces or curious supporters

• Interactive workshops for hands-on skill-building

• Themed campaign launches to ignite momentum

• Short ten-minute huddles or regular check-ins to maintain energy

At Firefly, we have seen how even the smallest gatherings can have long-lasting impact. It is not about size. It is about intention.

3. Add a Human Touch Beyond the Event

Events do not start when the guests arrive and they do not end when they leave. True connection happens in the in-between.

Recently, a Firefly team member began calling volunteers individually just to ask how they were doing and whether we could support them in any way. The responses were quiet but powerful:

“Thank you, this means a lot.” “No one has ever checked on us before.” “It is just nice to know someone cares.”

These moments are more than check-ins. They are relationship-builders. They create emotional trust, which gives every event a stronger foundation.

4. How to Run a Virtual Event: Tools and Tips

Online events remove common barriers like distance, time, and mobility. When done well, they can be just as engaging as in-person sessions.

Core Tools:

• Video: Zoom, Google Meet, Microsoft Teams

• Live collaboration: Google Docs, Miro

• Polls and engagement: Mentimeter, Slido, Kahoot

• Scheduling and reminders: Calendly, Mailchimp, Slack

Structure Template:

• Welcome and icebreaker

• Volunteer spotlight or story

• Main content or group activity

• Breakouts or discussion

• Wrap-up with thanks and next steps

Best Practice: Record sessions (with permission) so people who cannot attend live can still feel included.

5. Bring the Magic of Physical Events

Face-to-face events create deep bonds and shared energy. Think beyond the usual formats.

Ideas to explore:

• Host a dinner at a sponsor’s venue to show appreciation

• Run a sausage sizzle or bake sale that brings visibility and warmth

• Organise a working bee where people can contribute hands-on

• Set up a casual brainstorm night to co-create campaign ideas

• Invite families to picnics or Christmas parties to grow connection

• Encourage volunteers to bring friends, neighbours, or colleagues

The more open the invitation, the stronger the community becomes.

6. Event 101: Make It Fun, Engaging, and Valuable

Small details shape the experience.

Use this checklist to keep your event purposeful and people-centred:

✅ Create inclusive experiences

✅ Start with a warm tone

✅ Make space for real stories

✅ Celebrate contributions

✅ Keep energy flowing with variety

✅ Invite participation in the planning or hosting

✅ End with a clear next step

✅ Add a thoughtful surprise

✅ Welcome families and friends to join in

When volunteers feel seen, heard, and appreciated, they show up with heart.

7. Blend Physical and Digital with Intention

There is no single right way to run an event. The most successful efforts align with your capacity and community needs.

Try combining both:

• A physical campaign launch with follow-up digital updates

• Online brainstorms that feed into in-person working bees

• Slack or WhatsApp groups that keep conversations going

Flexibility builds momentum. It gives people room to contribute in a way that works for them.

8. Co-Create, Do Not Just Host

The most meaningful events are those shaped with your community. Give volunteers a role in creating the flow, bringing ideas, or hosting sessions. Let their strengths lead the way.

Shared ownership builds stronger commitment and deeper pride.

From Gathering to Growth

You do not need perfect plans or packed rooms to build real community.

You need presence, purpose, and people who care enough to keep showing up.

When your events reflect those values, your volunteer network will not just grow. It will thrive.