Volunteers Week Planning Session

On Tuesday 24^th February , 15 volunteer managers and coordinators came together for a lively Volunteers Week planning session as part of the Volunteer Managers Forum. Everyone in the room supported volunteers in some capacity, and the discussion was honest, practical and packed with ideas.

We started by sharing what has worked well in previous years. A clear theme emerged: simple and personal beats big and flashy.

Informal social gatherings such as coffee mornings, picnics and BBQs continue to be well received. These relaxed spaces allow volunteers to connect without pressure. Personalised recognition also stood out. Handwritten thank-you cards, tailored to the individual, were described as deeply appreciated and far more meaningful than generic messages.

Creative digital content has also had success. Short “year in review” style videos and social media posts featuring volunteer impact can be powerful – especially when they include quotes from staff and users. However, we acknowledged that not everyone is comfortable being featured online, so consent and choice are essential.

Small tokens of appreciation go a long way. “Thank you” baskets in reception filled with chocolate bars or hot chocolate sachets, and simple gestures like pocket-sized keepsakes, have all been warmly received.

We also reflected on what hasn’t worked so well. High-cost, high-energy events – such as a barn dance – were felt to be expensive and, in some cases, distracting from the purpose of recognition. Large one-size-fits-all parties can be challenging too; not all volunteers want to socialise. Recruitment fairs with low turnout were another example of significant effort for limited return. The message was clear: know your volunteers and plan with them, not just for them.

With budgets tight, creativity is key. Reaching out to local supermarkets for donations can help support low-cost tea parties. Local care homes may offer free space and refreshments for gatherings. Partnering with other organisations to share costs and audiences was strongly encouraged. Low-cost ideas like handmade “mini zines” to showcase volunteer stories, or simple branded treats for drop-in sessions, offer meaningful recognition without stretching finances.

We also discussed who needs to be involved early. Internal communications teams should be approached as early as possible to allow time for planning and design. Senior leaders and CEOs need advance notice if you’d like a message of thanks. Most importantly, volunteers themselves should be asked what kind of celebration they actually want.

There was support for Wessex Community Action playing a coordinating role – from connecting organisations for joint events to leading a central volunteer fair at Salisbury Library and sharing templates and resources across the network.

The overall takeaway- Volunteers Week doesn’t need to be elaborate to be effective. Thoughtful, inclusive and well-planned appreciation, shaped by volunteers themselves, will always have the greatest impact.