5 Things to Do in January to Grow Your Volunteer Team

The new semester has launched into a new flurry of activity as December performances seem to have been forever ago! January is the perfect time to take some simple steps to help grow your volunteer base now  while getting ready for the recruitment of the next generation of students and parent boosters. Check out these five strategies:

1. Start with a Clear and Exciting Goals - Best-selling author and speaker Simon Sinek, says “Start with Why.” People are more motivated when they understand exactly why they are needed and what they’re helping to achieve. Clear goals give your booster club direction and help everyone feel part of something meaningful. Restating your mission statement and goals at the beginning of the semester can reignite your team.

• Write a short, clear goal statement: Keep it simple and specific. For example, “Our goal is to raise $8,000 by April 1st to buy new show choir uniforms for the spring concert performance events.” Avoid vague goals like “raise more money.”
• Post it everywhere: Share your goal on the music programs website, the school’s website, in your weekly newsletter, and on social media channels. Include photos of your students in the sample uniform. Use bright visuals—like a progress thermometer or a countdown—to show how close you are to reaching your goal.
• Ask parent volunteers to spread the word: Give them a short message and graphics they can use to share with friends or social media or include in booster related emails to parents and stakeholders. For example, “Our booster club is raising money for new uniforms—join us by volunteering in the upcoming Arts and Crafts event or donating!”

2. Make Volunteering Easy and Fun- People are more likely to volunteer when it feels simple and flexible. Many parents want to help but struggle to balance work and family schedules. Show them that even small efforts matter.

• Provide each project team with a clearly defined blueprint. Volunteer retention is directly related to the amount of support one receives. Create a detailed job description for each role on your project team. Establish a project “to-do” list with detailed information. Assign team members to each task so everyone knows who “owns” each task and notate deadlines for when tasks need to be completed. Be sure to supply contact information and history related to each role or task.
• Create an online sign-up form: This form provides specific info and make it easier for people to commit to volunteering. Use a free tool like Google Forms or an easy to set up volunteer sign-up form in CutTime. Include the event name, date, time, and a short description of what’s needed. Example: “Help sell snacks at the basketball game—30-minute shifts available.”
• List small, specific tasks: Volunteers are hesitant to commit to something that is “unknown” or sounds like it might be a large time commitment. Break big jobs into smaller ones. Instead of asking for “help with the fundraiser,” ask for “someone to design flyers,” “someone to pick up pizza,” or “someone to take photos.”
• Keep your verbiage friendly: Encourage people by saying things like, “Even one hour makes a big difference!” or “Bring a friend—it’s more fun together!”
• Reach Out Personally: Personal invitations are powerful. People are more likely to say yes when they feel personally asked and appreciated.

3. Update Your Website and Socials- Your website and social media channels are valuable tools for recruitment when designed correctly. Often times, an arts program or booster club website tends to be used for the dissemination of information to internal organization. Instead, consider your website as the community gateway to your program that can inform future recruits and corporate sponsors.

• Tell your “Why”: Your homepage should immediately communicate what your organization does and why it matters. Create a compelling mission statement (25 words or less) that prominently explains the impact of supporting your organization.
• Be a storyteller: Visual elements help visitors connect emotionally with your program. High-quality photography, infographics, and videos that reflect your brand kit (logos, colors, fonts, images, etc.) can communicate your impact more effectively than text alone.
• Think “Device”: Devices account for as much as 60% of website traffic. Make sure your design accounts for phone and pad use incorporating flexible, adjustable layouts that adjust to any screen size. Consider optimizing images for fast loading along with easy-to-use navigation and touch-friendly buttons.

4. Show Appreciation Early and Often- Volunteers stay involved when they feel noticed and valued. Recognition doesn’t have to cost money—it just needs to be sincere and consistent.

• Post weekly thank-you messages: Use your social media pages to highlight volunteers. Example: “A big thank-you to the Smith family for helping at the concession stand this weekend!”
• Give small tokens of appreciation: Hand out candy bars with thank-you notes, or offer free raffle tickets for volunteers at events.
• Highlight a “Volunteer of the Month”: Feature them in your newsletter or on a bulletin board at school. Include a photo and a short story about what they did.

5. Host a Fun Kickoff Event- A kickoff event helps build excitement and brings people together. It’s a great way to introduce your goals, recruit volunteers, and raise funds.

• Pick a simple, low-cost event: Choose something easy to organize, like a chili cook-off, pancake breakfast, or family movie night in the gym.
• Form a small project team: Ask three to five people to handle different parts—food, decorations, promotion, and setup. Create a written plan for each person and then update it after the event to empower the next team.
• Promote the event widely: Use flyers, social media, external signage, and school announcements. Encourage families to bring friends to expand your reach into the community-at-large.
• Use the event to recruit and raise funds: Every event is an opportunity to promote your brand and mission. Have a section that “markets” and celebrates your program wins! Have a volunteer sign-up table at the entrance for people to “Get Involved”, sprinkle signage and branding celebrating student success throughout the venue, and insert short announcements about your mission and goals.
• Celebrate success: Take photos, thank everyone who came, and share the results afterward—like how much money was raised or how many new volunteers signed up.

By expanding these action steps, your booster club can start the spring semester strong, build a reliable volunteer team for the future, and create a positive, community-driven atmosphere that keeps people engaged all year long.