How to Show Appreciation to Your Gala Volunteers: A Guide

Your nonprofit just wrapped up an unforgettable gala. Guests are raving, you met your fundraising goals, and the venue is spotless. You’ve thanked your donors, packed the decor, and are ready to call it a night. But before you do, ask yourself: Have I thanked the people who made it all possible behind the scenes?

Volunteers are the heart and hands of your organization. From setting up tables to managing check-in, they’re a big reason your gala ran smoothly. Yet in the whirlwind of post-event cleanup and donor follow-ups, volunteer appreciation often slips through the cracks.

But it’s essential. Thoughtful appreciation is an instrumental part of a strong volunteer management strategy. It makes them feel valued and motivated to volunteer again. Let’s explore how you can show appreciation before, during, and after your event.

Before the Event: Set the Stage for Volunteer Appreciation

Volunteer appreciation should begin long before the last guest leaves your gala. Actively expressing gratitude throughout the event planning process helps keep motivation high. Try these meaningful ways to communicate their value from the start:

Match Volunteers With Roles They’ll Enjoy.

Set your volunteers up for success by assigning them to roles aligned with their interests, skills, or goals. When volunteers feel confident in their responsibilities, they’re more likely to have a positive experience and return for future events.

Here are a few key areas where volunteers can contribute before and during your gala:

• Event planning: Help with logistics, timelines, and decor coordination
• Sponsorship outreach: Ask local businesses for monetary donations or in-kind gifts
• Promotion: Spread the word through social media, email, or community outreach
• Volunteer coordination: Assist with scheduling, communication, and check-ins
• Registration and checkout: Greet guests, process donations, and check out bidders using your auction software
• Audio/visual tech support: Operate microphones, projectors, lighting, or livestreams

To simplify this process, consider using volunteer management software that lets individuals indicate their preferences and availability during sign-up.

Spotlight Your Volunteers on Social Media

Post your volunteers working hard behind the scenes leading up to the event. For example, you might take a photo of volunteers setting up your venue or film a testimonial video with loyal volunteers explaining your gala’s purpose and why supporters should attend.

Not only does sharing content like this help promote your event to prospective attendees, but it also shows off your volunteer program.

Create Welcome Kits

A volunteer welcome kit sets the tone for a positive experience and shows early appreciation. Here are some items you might include:

• A welcome letter from your executive director or volunteer coordinator
• A map of the venue
• FAQs on logistics, dress code, and meals
• Branded t-shirts to take home or wear during the event
• Special badges to make them stand out
• A reusable water bottle to use during the event

This will help foster a sense of belonging, unite your volunteers as a team, and make sure everyone knows what they’re doing. Plus, wearable items like t-shirts and badges will help event attendees easily identify volunteers if they have any questions, such as how to place a mobile bid with your fundraising auction software. Let your volunteers keep any gifts after the event concludes as a token of your appreciation. 

Host a Pre-Event Gathering

Host a brief meeting before your event to thank volunteers again for their hard work, clarify roles and responsibilities, and provide any last-minute instructions or updates.

Give a pep talk and remind volunteers of the significance of their roles in making an impact on your community. You should also open the floor for any questions to make sure everyone is on the same page once your event begins.

This event planning guide from OneCause suggests doing a practice run-through with your volunteers, too. You can test your AV equipment, practice using your check-in software, and rehearse transitions between activities. This way, everyone will feel confident on event day!

During the Gala: Celebrate Volunteers in the Moment

When your gala is in full swing, your volunteers keep everything moving smoothly. To maintain their energy, recognize their efforts in the moment. Try these strategies to keep your volunteers motivated throughout the night:

Shout Out Your Volunteers

Set aside designated moments during your gala to publicly thank your volunteers for their contributions. For example, you might add a few lines in your opening and closing speeches that highlight the specific roles volunteers played in bringing your gala to life, from setting up your venue to generating digital marketing materials.

While you won’t have time to call out every volunteer by name, be sure to shout out the various volunteer committees and your volunteer director.

Distribute Volunteer Awards

Carve out time during your gala—such as during a brief break between speeches or just before the program closes—to hand out awards to outstanding volunteers who made a difference in helping to put your gala together.

You might hand out awards for the following categories:

• Exceptional Leadership: For the volunteer who took initiative, guided others, and went the extra mile to ensure everything ran smoothly
• Team Player: Recognizes someone who stepped in wherever needed, supported others, and kept morale high
• Behind-the-Scenes Hero: Honors a volunteer whose work may have gone unnoticed by guests but was crucial to the event’s success
• Heart of the Gala: Represents spirit, kindness, and unwavering commitment to your cause

These awards don’t need to be extravagant. Certificates or small gifts can be enough to commemorate a job well done.

Set Up a Recognition Wall

Create a wall at your event that includes pictures of your volunteers, along with their names and roles, so all attendees can see who made your gala possible as they walk in. If you don’t have an open wall at your event venue, consider making a virtual recognition wall and displaying it on a projector.

Offer Exclusive Perks

One simple but powerful way to recognize your gala volunteers is by offering exclusive perks that make them feel like VIPs. Thoughtful benefits reward their time and effort while reinforcing their importance to your event’s success. Here are some perks you might offer:

• Reserved seating or a designated volunteer lounge
• Meal vouchers or catered refreshments
• Early access to your gala’s silent auction or raffle
• Discounts on merchandise or future event tickets

Even small perks can leave a lasting impression. The key is to make your volunteers feel seen, valued, and part of something special.

Right After Your Fundraising Gala: Show Meaningful Gratitude

While thanking donors post-event is essential, it’s just as important to recognize the volunteers who made the event happen. Let’s explore ideas for showing thoughtful, timely volunteer appreciation after your event to encourage continued involvement.

Send Personalized Thank-You Notes

A heartfelt thank-you note can go a long way in making your gala volunteers feel valued. Personalization is key, so avoid generic messages by doing the following:

• Address each volunteer by their name
• Mention their specific role in the event (e.g., greeting guests, managing registration, coordinating vendors)
• Highlight the impact their contribution had on your mission or fundraising success

If you had a large team of volunteers, writing hundreds of notes might not be feasible. In that case, consider using a fundraising platform with built-in communication tools, such as email templates or text messaging features. These tools offer a way to send messages in bulk and add personalized fields (like names or roles) that autofill with supporters’ information.

Throw a Volunteer Appreciation Event

Bring your volunteers together one last time for a post-event celebration. Whether it’s a casual lunch or a formal dinner, the goal is to show your appreciation in person.

During the appreciation event, take a moment to:

• Recap key gala outcomes, such as total funds raised and the number of attendees
• Connect their contributions to your results, showing how their time and energy directly impacted your mission
• Share heartfelt stories or highlights from the event that spotlight volunteer efforts

To make the experience even more special, consider giving a small gift or showing a photo slideshow that captures the impact of their work.

Recognize Volunteers in Your Event Follow-Up Communications

When sending follow-up messages to gala attendees, include a line such as: “This unforgettable evening wouldn’t have been possible without the incredible support of our dedicated volunteers.”

A simple line acknowledging their hard work can go a long way in your emails, thank-you letters, and social media posts.

This kind of public appreciation also shows your wider audience the strength of your volunteer community. It’s a subtle but powerful way to motivate volunteers to stay involved and inspire others to step up in the future.

Wrapping Up: Keep Your Connections Alive Throughout The Year

Showing appreciation during all stages of your events will encourage repeat participation in future galas, auctions, and other fundraising efforts.

Don’t stop at thank-you notes. After your event, take the next step by inviting volunteers to share their feedback. Ask what they enjoyed, what could be improved, and how they’d like to be involved moving forward. This input will help refine your volunteer program and create a more fulfilling experience next year.