Organizing a Volunteer Event

Organizing a volunteer event can help get the word out about your project and get a lot of work done.

Invasive removal events focused on mapping or removal can attract five to 20 volunteers, so plan the event’s workload accordingly. You could increase participation by offering creative incentives, such as allowing volunteers to exchange a bag of weeds for discounts at partner businesses, or by building the event around existing opportunities, such as Green Up Day, Vermont Arbor Day and Earth Day.

But before planning your volunteer work day, have a good weed management plan in place. A good plan developed by knowledgeable people will ensure that volunteer time is used to manage plants in the highest priority areas. If you plan to use herbicides, be sure you comply with all regulations.

Visit the work site before the workday to accomplish the following:

  • Verify directions,

  • Make sure there’s enough parking,

  • Flag or locate the area to control,

  • Identify unique features about the area to share with volunteers and

  • Know how to get to the nearest care facility in case an accident occurs.

If people sign up in advance, send out a confirmation notice before the event. Include a list of what to bring, such as appropriate clothing and footwear, food and water.

The day of the event:

  • Give a thorough introduction and reminders throughout the day.

  • Thank volunteers and tell them how important they are to the project.

  • Tell volunteers what they are going to do and why, provide an overview of the impact of invasive plants and describe how the project may be part of a larger initiative.

  • Show volunteers a map of the area and describe the site’s special natural features.

  • Throughout the work day, point out interesting features in the project area.

  • Teach volunteers to identify target plants before starting removal. If resources allow, give each participant a plant description and drawing or photo.

  • Provide volunteers with necessary supplies and tools.

  • Demonstrate removal techniques and tool use.

  • Inform volunteers about safety procedures and potential hazards.

  • Follow a 10:1 volunteer-to-supervisor ratio during a removal workday.