Over the years I have swept courses, worked packet pick-up (my favorite), helped at aid stations, marked trails, handed out medals, taken photos, set up tents and acted as a crossing guard and human signage. I have pitched in at both small community events and major city marathons. For me, it always comes back to being fully embedded in the community of the sport I love most, which is running.
Every time I volunteer, I learn something new. One moment that stuck with me was realizing I didn’t feel as prepared as I should have been for “what if” situations like an emergency. I gain more compassion for event organizers, and without fail, I have fun. Volunteers are the backbone of successful endurance events. They are the friendly faces at registration, the encouraging voices at aid stations, and the helping hands that make event day run smoothly and safely. As one experienced trail running event director puts it, “Community is everything—having a good community behind an event is critical for success.”
Recruiting Your Volunteer Team
How are events getting volunteers to raise their hand to help? Most start with calls for volunteers through email, social media, and signup pages on their websites. From there, the strongest strategies come from building relationships: reaching out to clubs, friends, and past participants, following up with previous volunteers, and inviting students who need service hours. Creative touches like trading volunteers with neighboring races or posting in online community groups can also expand your reach.
Offering incentives will strengthen your call for help. Events offer free entries to future events, volunteer hour credits towards entries, swag, discounts through event partners or meal vouchers. For many people, the biggest incentive is simply being part of the crew and supporting their community.
To make volunteers feel extra appreciated, host a pre-race pizza night or briefing, give out volunteer-only swag, and highlight volunteer stories online. Even small traditions like a group photo at the finish can build loyalty year after year.
Assigning Roles with Confidence
Here are the typical categories and responsibilities:
- Pre-Event: Packet pickup, gear check, expo support.
- On-Course: Aid stations, course marshals, First Aid, sweepers.
- Start/Finish: Corrals, medal handouts, photo and sponsor support.
- Logistics: Parking, set-up/breakdown, green team.
- Special Assignments: VIP/elite support, volunteer captains, floaters.
A dedicated volunteer coordinator makes a huge difference, especially at larger events. Captains can oversee key areas like the start/finish, course, and aid stations so directors don’t have to manage every detail directly.
How many volunteers does your event need? A common benchmark is 1 volunteer for every 20–30 participants, adjusted for course complexity, aid stations, and logistics. As one event director told me, “I always plan with more than enough volunteers so I’ve got backups if someone can’t make it or if we need extra help.” Over-recruiting by 10–20 percent is a safe rule of thumb.
Pro tip: After your event, take time to gather feedback from your volunteers. Ask them what went smoothly and where things could improve. Did you run out of certain supplies faster than expected? Were there enough snacks and water? Did any areas feel understaffed? A quick conversation or a simple post-race survey can give you answers. Participants often share valuable feedback, but your volunteers are the boots on the ground. Their perspective can highlight small but important changes that make the next event run even better.
Managing and Communicating Effectively
Events manage volunteers with spreadsheets or with tools like VolunteerSignup.org and SignUpGenius to track shifts and coverage. If you want to keep everything in one place here is our advice on best practices to use your registration platform.
Clear communication is the number one factor in a smooth volunteer process. As one organizer shared, “I keep everyone in the loop with a quick pre-race briefing and a simple on-the-day plan.”
From my perspective as a volunteer, the best communication includes an email with all the key details, a group text for day-of updates, and some in-person time for training. Pairing me with an experienced volunteer or giving me a walkie-talkie when needed makes me feel prepared and supported.
Thanking Your Crew
A thoughtful thank you should be added to your to do list. Make sure to thank volunteers in person throughout the event and follow up with a dedicated email afterward. Highlight their contributions online, share photos, and make them feel part of your event’s story. A little gratitude goes a long way in building a loyal crew.
Ready to Build Your Volunteer Crew?
Volunteers create community, keep participants safe, and help your event shine.
Current athleteReg users: Log into your event director dashboard to set up your next event.
New to athleteReg? Start your free account today and keep everything from registration to volunteers in one place.
