Fall into Volunteering: Your Game Plan for Recruiting Volunteers During the Holiday Season

As the leaves start to change and the air gets a little crisper, something magical happens in long-term care communities. The fall season, leading up to the holidays, is a time filled with fun, joy, and a spirit of giving. It’s also the perfect time for you to recruit new volunteers! With so many different groups visiting during the holiday season, it’s an ideal opportunity to connect with people who might want to make a difference all year round.

Here’s how you can create a detailed, month-by-month game plan to recruit volunteers from September through December. By breaking down your efforts into manageable steps, you can maximize your volunteer recruitment potential during this season of goodwill.

1. September: Plant the Seeds for Volunteer Engagement

September is the perfect time to prepare for the influx of potential volunteers. This month is all about setting the stage for a successful volunteer recruitment campaign.

1. Review Your Volunteer Needs: Before you begin reaching out, take a thorough look at your current volunteer roster. Identify areas where you need additional support. Are there specific activities that could benefit from additional volunteers? Do you have certain times of the week or month when extra help is needed? Consider the types of skills that would be most beneficial for your residents and activities. Do not limit yourself to the traditional roles. Ask your professional staff where volunteers might be able to help out. Get as much feedback as you can from them. By clearly understanding your and their needs, you can better communicate what you’re looking for when recruiting new volunteers.
2. Create a Volunteer Wish List: Once you’ve identified your needs, create a detailed volunteer wish list. This list should outline the specific roles you want to fill, such as companionship visits, help with arts and crafts, assistance with holiday events, administrative support, and more. Consider also listing skills that would be valuable, like musical talent, experience with dementia care, or the ability to lead exercise classes. Again, do not limit your imagination! Having this list ready will make it easier to share with potential volunteers and community groups.
3. Reach Out to Local Groups: September is an excellent time to connect with local community organizations, schools, churches, and businesses. Many of these groups are looking for ways to give back during the holidays, and your volunteer wish list can guide them. Contact these organizations early to secure their interest before their calendars fill up. Consider offering a short presentation about your volunteer program to their members or students. A ten to fifteen-minute presentation is plenty. Keep it brief and to the point. This is a great way to personalize your message and show them the impact they can have. I call the leaders of these groups and ask if I can have 10 minutes of their next meeting to talk briefly about volunteers. And always have sign-up sheets with you!
4. Prepare Your Marketing Materials: Update your brochures, flyers, and online materials to reflect your current volunteer needs and upcoming holiday events. Make sure your website and social media pages clearly highlight how people can get involved. Consider creating a special page or section dedicated to holiday volunteering opportunities. Also, think about the visuals and language you use—focus on the joy of giving, the warmth of the community, and volunteers’ positive impact on residents’ lives. Finding your volunteer opportunities on your website should be very easy for the people visiting your website. Actually, it should be very obvious on your website’s homepage.
5. Engage Current Volunteers: Don’t forget about your current volunteers! Reach out to them to see if they can increase their involvement during the holidays or refer friends and family who might be interested in volunteering. Consider organizing a small appreciation event or sending out a heartfelt thank-you note to remind them of how much they’re valued. This can also be an excellent time to ask for their feedback on how to improve the volunteer program.

1. October: Harvest the Interest and Build Relationships

As October rolls in, the fall festivities begin, and the excitement for the holidays builds. This is the perfect time to gather contact information, build relationships, and turn interest into commitment.

1. Host a Fall Open House: Invite potential volunteers to a fall-themed open house or volunteer information session. I follow the old saying: “Feed them, and they will come!” This event can be both informative and fun, allowing people to learn about your organization and see where they can make a difference. Offer tours of your community, showcase your activities, and explain how volunteers can contribute. Make the event engaging by including activities like pumpkin decorating, a hot cider station, or a small concert featuring local talent. By creating a welcoming and festive atmosphere, you’ll make a positive first impression that can lead to long-term involvement.
2. Create a Volunteer Sign-Up Sheet: During all your events and regular activities in October, have a simple sign-up sheet where visitors can leave their contact information. Whether they’re attending a Halloween party or just stopping by for a tour, encourage them to sign up if they’re interested in learning more about volunteering. Be sure to ask if they’d be interested in volunteering now or after the holidays so you can follow up accordingly. This is a low-pressure way to start building a list of potential volunteers.
3. Engage with Local Schools: Many schools and universities have community service requirements for students, especially in the lead-up to the holidays. Reach out to local high schools and colleges to offer volunteer opportunities that can fulfill these requirements. Contact student groups such as students studying social work, speech therapy, gerontology, pharmacy, pre-med, and even architects (they build our buildings). Consider creating a special program for student volunteers to earn certificates or letters of recommendation based on their involvement. Hosting a special orientation session for students can also help them feel more prepared and confident in their roles.
4. Leverage Social Media and Online Platforms: October is a great time to ramp up your online presence. Use social media platforms like Facebook, Instagram, X (Twitter), Threads, and, yes, TikTok to share stories about your residents, highlight upcoming events, and promote volunteer opportunities. Consider creating a short video (it doesn’t have to be fancy) or a slideshow that showcases the positive impact of volunteering in your community. Encourage your current volunteers to share these posts with their networks to increase visibility. Also, don’t forget to update your website with clear calls to action, making it easy for visitors to sign up or request more information.
5. Build Relationships with Holiday Vendors: October is also when many businesses start preparing for the holiday season. Reach out to local vendors, like bakeries, craft stores, or gift shops, and see if they’re interested in supporting your volunteer program. They might be willing to donate supplies for events or offer discounts to volunteers. Building these relationships can also lead to future sponsorships or partnerships that benefit your organization year-round.

• November: Give Thanks and Solidify Commitments

As Thanksgiving approaches, it’s a great time to thank those who have shown interest and solidify those connections. November is the month to finalize your volunteer plans and ensure everyone is ready for the busy holiday season.

1. Send Personal Thank You Notes: A personal touch can go a long way in making potential volunteers feel valued. Send thank you notes or emails to everyone who has expressed interest in volunteering. Research shows that what volunteers really want most as far as recognition goes is a simple note of “Thanks.” Let them know how much you appreciate their willingness to help and how their involvement can significantly impact the lives of your residents. Consider including a small token of appreciation, like a bookmark, a calendar, or a handwritten note from a resident. This gesture shows gratitude and keeps your organization at the top of their mind as they finalize their Holiday plans.
2. Host a Volunteer Information Session: If you didn’t do so in October or have new potential volunteers, consider hosting a volunteer information session in early November. Offer snacks (feed them, and they will come), share success stories from current volunteers, and answer any questions potential volunteers might have. This is also a great time to discuss the specific needs and expectations for the upcoming Holiday events. Providing clear and detailed information will help volunteers feel more confident and committed.
3. Prepare for Holiday Events: Reach out to those who signed up in October and invite them to help with specific tasks. Whether it’s decorating, organizing gift drives, or assisting with holiday parties, make sure to match volunteers’ skills and interests with the right roles. Creating a volunteer schedule early on will help you stay organized and ensure that all events are well-staffed.
4. Create a Volunteer Manual or Guide: Consider creating a simple, one-page orientation that outlines expectations, best practices, and important information about your community. This can include things like dress code, confidentiality policies, safety procedures, and tips for interacting with residents. This guide will help new volunteers feel prepared and confident in their roles. It’s also a helpful resource for any questions they might have as they begin their volunteer journey.
5. Highlight the Impact of Volunteering: Use your newsletter, social media, or bulletin boards to share heartwarming stories of current volunteers and the difference they’re making. Highlight the joy and fulfillment that comes from helping others, especially during the Holiday season. You can also feature testimonials from residents or their families, expressing gratitude for the volunteers. By showing the real impact of their efforts, you’ll inspire potential volunteers to get involved.

1. December: Celebrate, Recruit, and Set the Stage for the New Year

December is the busiest time of the year, filled with holiday celebrations, special events, and an abundance of goodwill. It’s also the best time to finalize your volunteer recruitment efforts and set the stage for a successful new year.

1. Capture the Holiday Spirit: The festive atmosphere of December is the perfect time to recruit volunteers. Encourage visitors, family members, and community groups to sign up for volunteer shifts, even if it’s just once a month. Remind them that their presence can make the holidays brighter for residents and emphasize how rewarding it is to give back during this special time of year. Consider offering small incentives, like a holiday-themed thank-you gift or a special mention in your newsletter, to encourage people to volunteer.
2. Organize a Holiday Volunteer Event: Host a special event for your volunteers to come together to celebrate the season and connect with each other. This could be a volunteer appreciation luncheon, a holiday cookie exchange, or a simple gathering with hot cocoa and treats. Use this event to thank your volunteers for their hard work and to encourage them to stay involved in the new year. You can also use this opportunity to recruit new volunteers by inviting potential recruits to join the celebration.
3. Follow Up with Volunteers: After each Holiday event, follow up with your volunteers to thank them and encourage them to continue volunteering in the new year. This is key to maintaining an ongoing relationship with your volunteers. Send a personalized email or note expressing your gratitude for their support and highlighting their positive impact. Include information about upcoming volunteer opportunities in January and beyond so they can start planning their involvement for the future. Keeping the lines of communication open will help maintain their interest and commitment.
4. Leverage the End-of-Year Giving Spirit: Many people are looking for ways to give back as the year ends. Consider creating a special end-of-year appeal for volunteers, emphasizing the importance of starting the new year with strong volunteer support. Share stories of how volunteers have made a difference over the past year and encourage others to join in making a positive impact in the year ahead. You can also use this time to solicit donations or sponsorships from local businesses and individuals who want to support your volunteer program.
5. Host a New Year Kick-Off Event: Plan a New Year kick-off event in early January to wrap up the holiday season and set the stage for the new year. This event can be a celebration of the past year’s successes and a way to inspire volunteers to continue their efforts in the new year. Consider offering workshops, training sessions, or guest speakers to help volunteers develop new skills and deepen their commitment. Starting the year with enthusiasm and energy will set the tone for a successful and impactful year ahead.

1. A New Year of Volunteering Awaits

By the time the holidays have come and gone, you’ll have a list of potential volunteers ready to start in the new year. Remember, the holiday season is a time when many people are looking for ways to give back, and your efforts to recruit and engage them will set the foundation for a strong volunteer program throughout the year.

With a little planning, creativity, and a lot of heart, you can turn the holiday spirit into year-round volunteer support. So, start planting those seeds now, and watch your volunteer program grow throughout the season!

And remember, NALTCV is here to help you with all things volunteers! I would love to work with you to create or ramp up your volunteer program! Volunteers are not optional; they are critical to the quality of your residents’ lives.

Dr. Paul Falkowski, president/founder of the National Association of Long-Term Care Volunteers, is a dedicated advocate for long-term care communities. He authored “Creating the Volun-Cheer Force” and established the National Association of Long-Term Care Volunteers (NALTCV), aiming to empower, coordinate, spotlight, and research the impact of companion volunteers. Volunteer training and other resources are available online at https://NALTCV.org. Please feel free to reach out to him at PFalkowski@NALTCV.org and follow NALTCV on your favorite social media platform.