Volunteer Communication

Great events start with great communication. Whether you're sending reminders before an event, coordinating during a shift, or thanking people afterward, ActionGrid makes it easy to stay connected with your volunteers.

Pre-Event Communication

The messages you send before an event can make or break your turnout. Here's a timeline that works:

One Week Before

Send a friendly reminder to everyone who's RSVP'd. Include:

• The event name, date, and time

• The location with a link to directions

• What to bring (comfortable shoes, water, a charged phone)

• A note about what to expect, especially for first-timers

Day Before

Send a short, upbeat message:

• Confirm the location and start time

• Mention the weather if relevant (outdoor events)

• Share any last-minute updates (parking changes, room number, etc.)

• Express excitement — "Can't wait to see everyone tomorrow!"

Send reminders from your event dashboard — volunteers get push notifications

Timing Matters

Messages sent the evening before an event (around 6-8 PM) have the highest read rates. People are winding down, checking their phones, and planning for tomorrow.

During the Event

Real-time communication keeps everyone on the same page during a shift:

• Broadcast messages — send a message to all checked-in volunteers at once. Great for weather updates, break announcements, or rallying energy ("We just hit 100 doors!")

• Direct messages — reach individual volunteers if they need help, are running late, or you need them to cover a specific area

• Shift lead channel — if you have multiple shift leads, use the organizer channel to coordinate without cluttering volunteers' inboxes

Broadcast messages reach everyone on shift instantly

Keep messages short during the event. Volunteers are busy doing the work — they need quick, actionable updates, not paragraphs.

Post-Event Follow-Up

What you do after the event matters just as much as the event itself. A good follow-up turns one-time volunteers into regulars.

Same Day (Within a Few Hours)

• Send a thank-you message — be specific about what was accomplished. "We knocked 347 doors today — that's incredible!" lands better than a generic thanks

• Share the impact — include numbers: doors knocked, calls made, voters contacted, hours volunteered

• Highlight a moment — mention a great conversation at a door, a volunteer who went above and beyond, or a funny moment that happened

Share the numbers — volunteers love seeing the impact they made

Within a Week

• Invite them to your next event — strike while the iron is hot

• Share any results or outcomes from the work they did

• Ask for feedback — what went well? What could be better?

Communication Best Practices

After organizing dozens of events, here's what we've learned works best:

• Be human — write like you're texting a friend, not drafting a press release. "Hey team!" beats "Dear volunteers,"

• Be specific — "We knocked 200 doors in Ward 5" is more powerful than "Great job today"

• Be brief — especially for during-event messages. If it takes more than 10 seconds to read, it's too long

• Be grateful — every message should include some form of appreciation. Volunteers are giving their time for free

• Be consistent — set expectations for when you'll communicate. If volunteers know they'll always get a reminder the night before, they'll rely on it

• Be responsive — if a volunteer messages you with a question, reply quickly. Nothing kills engagement faster than being ignored

A communication timeline keeps your messaging organized and consistent

The Golden Rule

Think about the messages you actually read and respond to. They're short, personal, and make you feel valued. That's exactly what your volunteers want too.

Related Guides

• Create your next event

• Manage signups and event details

• Run your shift like a pro