fighting volunteer burnout

Fighting Event Volunteer Burnout:
How to Re-Engage Over Time

Burnout is a momentum killer for volunteer programs. Learn how to prevent fatigue and re-engage event volunteers with these proven retention strategies.

Whether they’re checking in guests, setting up auction displays, or running a hole-in-one contest, your volunteers’ time and energy help make mission-critical work possible. But here’s the harsh reality of your volunteers: if you keep asking without replenishing your volunteer pool or giving back, burnout will catch up.

Volunteer burnout doesn’t just impact the individual volunteer; it has a ripple effect across your whole organization. When one person disappears, the team dynamic can shift. When several stop showing up, event quality suffers. And when word gets around that volunteering for your nonprofit feels more draining than rewarding, recruiting new volunteers becomes even more difficult.

But there’s good news for nonprofits. You can fight volunteer burnout before it becomes an issue and re-engage those who may have already stepped away. In this guide, we’ll explore how to:

Spot the signs of burnout early
Design volunteer roles that protect their energy and commitment
Reconnect with volunteers that have gone quiet
Build systems and processes that sustain volunteer engagement throughout the year

1. Spot Burnout Before It Happens

The first, and perhaps most important, step in preventing burnout is knowing what it looks like. Volunteer burnout doesn’t always come with a formal resignation or even an informal notification to anyone in your organization; more often, it shows up subtly. Know these key warning signs:But there’s good news for nonprofits. You can fight volunteer burnout before it becomes an issue and re-engage those who may have already stepped away. In this guide, we’ll explore how to:

Emotional fatigue. Your once-enthusiastic volunteer now appears disengaged or withdrawn from your nonprofit.
No-shows. Your once-reliable volunteer hasn’t shown up for events they have committed to or frequently cancels at the last minute.
Lack of responsiveness. Your once-communicative volunteer doesn’t respond to or acknowledge emails, texts, or group messages about upcoming events.
Frustration or confusion. Your once-amenable volunteer expresses dissatisfaction or resentment about their responsibilities or expectations.

Volunteer burnout can stem from well-intentioned missteps from your organization, such as vague role descriptions, inconsistent communication, overreliance on the most dependable volunteers, not showing enough appreciation for their work, and failing to show appreciation for volunteers.

For example, let’s say a volunteer at a golf tournament hosted by a corporate partner was asked to run a putting contest for the third year in a row. They arrived early and stayed past their assigned shift to fill in when other volunteers didn’t show up, but no one checked in with them during the event or acknowledged their additional contributions. When the next tournament rolled around, the volunteer declined—and didn’t return.

To proactively prevent stories like this, try:

Conducting pre- and post-event surveys to assess volunteers’ experience, workload, and morale.
Holding informal debrief sessions with team leads to identify concerns.
Tracking participation patterns in your volunteer management system (VMS) to monitor any drops in engagement.

By monitoring both data and behavior, your nonprofit will be better positioned to intervene early and keep your volunteers energized.

2. Design Volunteer Roles That Prevent Burnout

Not all volunteer burnout is emotional—sometimes it’s logistical. If your volunteers feel bored, overwhelmed, or like their time is being wasted, they’re less likely to come back.

That’s why designing volunteer roles appropriately matters. By crafting thoughtful, flexible volunteer roles, you help people stay engaged and satisfied. Here’s how:

Rotate tasks to avoid repetition. Don’t require someone to do the same thing for six hours straight! Instead, assign shorter shifts across multiple areas.
Offer a mix of shifts and responsibilities. Build roles that include high- and low-lift tasks and times to accommodate varying energy levels and availability.
Create leadership roles. Reward experienced volunteers with leadership assignments or peer mentoring options.
Add moments of levity. Whether it’s a mid-shift coffee break, fun t-shirts or accessories, or a silly contest, break up more serious tasks with light-heartedness.
Take care of volunteers. Provide short breaks, snacks, drinks, or small tokens of appreciation, especially for volunteers managing longer shifts.

Using a digital signup tool or VMS allows volunteers to select their preferred roles and shifts. Matching people with tasks or assignments they actually enjoy goes a long way in keeping volunteers coming back.

3. Reconnect with Lapsed Volunteers

Volunteers often don’t disappear because they’re uninterested. They just get busy! A thoughtful re-engagement effort and invitation can help turn a “maybe someday” into a “yes, I’m in.” Here are some ways you can reconnect:

Send personalized emails. When inviting volunteers back, reference their past impact on your event. For example, “We still talk about how great the raffle items at our golf tournament looked when you were in charge!”
Ask for honest feedback. Ask why they stepped away and what would make them want to return.
Offer low-pressure re-entry. This might be shadowing or partnering with a new volunteer or a short shift to ease the volunteer back in.
Make it fun. Offer creative ways to excite them about returning to help, such as assisting with a casual event or a one-off low-lift task with minimal commitment.
Offer small incentives. Things like early access to registration, a personalized thank you, or exclusive event swag can entice volunteers to come back. For example, if you’re holding a charity golf tournament, GolfStatus suggests offering volunteers their choice of the player gifts provided to golfers.

Think of this like an invitation instead of a guilt trip. You want to give lapsed volunteers a reason to feel excited, not obligated, about getting involved with your nonprofit again.

4. Build Year-Round Retention Systems

Fighting burnout isn’t about reacting; it’s about preventing. Your next event’s volunteer roster is built right now, not the week before event day. Without engagement throughout the year, each event is a recruitment restart.

Here are some ideas to build a sustainable volunteer community:

Stay in touch throughout the year. Send regular updates with volunteers that share impact stories, highlight volunteers, and preview upcoming events and opportunities.
Celebrate milestones. Recognize individuals who have hit achievements like 10 events or 100 hours with a shoutout in a newsletter or on social media, or a small gift.
Say thank you (and mean it). Incorporate messaging in your thank you communications that references their specific contributions, such as “Your help in setting up the hole sponsor signage made such a difference.”
Encourage referrals. Ask volunteers to invite a friend to the next event, and consider small referral perks.
Segment communications. Use a CRM or VMS to segment volunteers by interest, roles, or history and tailor your messaging to those segments.

After each event, consider sending a survey asking for feedback about role clarity, fit, workload, and enjoyment. Of course, offer a tangible thank you with a handwritten note. Above all, you want to give them a reason to look forward to getting involved in the next event. Remember, retention doesn’t come from grand gestures. The small, consistent efforts from your nonprofit’s team build trust and loyalty.

Wrapping Up

If you only remember one thing from this guide, it should be this: Preventing volunteer burnout doesn’t mean asking less. It means supporting volunteers better.

Don’t feel like you have to overhaul your entire system overnight. Start small by:

Reconnecting with one lapsed volunteer this week.
Reassessing one volunteer role with an eye on flexibility and clarity.
Sending one thank-you note with heartfelt gratitude for a specific contribution.

If you’re feeling especially ambitious, Unwrapit suggests closing the loop with a small but meaningful appreciation gift.

In the end, volunteers don’t generally burn out from doing too much. They burn out when they don’t feel seen, heard, or valued. The steps in this guide aim to help your nonprofit change that.