Promoting Your First Event: Getting Volunteers to Sign Up

Your event is set up and ready. Now you need volunteers to actually find it and sign up.

The good news: you don’t need a marketing budget or a social media team. You have multiple channels ready to go—some you control, and some that work automatically in the background.

Your Promotion Toolkit

1. Share Your Event Link

Every event has a shareable link. This is your most versatile tool—works anywhere you can post or send a URL.

Find it in the Actions panel on your event detail page:

Copy and paste your link into:

• Email newsletters
• Facebook, Instagram, LinkedIn, X posts
• Text messages to your contact list
• Slack, Discord, or group chats
• Partner organization communications

The link takes people directly to your event where they can see details and sign up immediately. No account required for them to view it.

2. Facebook Promotion

Serve.Love has built-in Facebook sharing that makes posting easy. From your event, click Share to Facebook in the Actions panel.

This creates a formatted post with:

• Your event title and description
• Date, time, and location
• A link directly to the signup page
• Your event image (if you added one)

Post to your organization’s page, community groups, or your personal profile. Facebook’s algorithm favors events and volunteer content—it often gets good organic reach.

3. Embed Events on Your Website

Already have a website? Embed your events directly so visitors can browse and sign up without leaving your site.

The embed widget shows your upcoming events in a clean, mobile-friendly format. When someone clicks an event, they can sign up right there.

For your webmaster: Add this code where you want events to appear:

<!-- Serve.Love Event Widget -->
<div class="serve-love-events" data-org-id="YOUR_ORG_ID"></div>
<script src="https://api.serve.love/site-plugins/volunteer-events.js"></script>

Replace YOUR_ORG_ID with your organization ID (find it in your Serve.Love dashboard URL).

Works with WordPress (HTML block), Squarespace (Code Block), Wix (HTML embed), or any site that allows custom HTML.

View full documentation and advanced options →

4. Printed QR Codes

QR codes bridge the physical and digital world. Someone sees your flyer, scans with their phone, and lands on your signup page instantly.

Generate a QR code from the Actions panel (shown above). Use it on:

• Flyers and posters
• Church bulletins or newsletters
• Table tents at community events
• Business cards you hand out
• Banners at your location

Pro tip: Print a few QR codes and keep them handy. When someone asks “how can I volunteer?”, hand them one.

5. Automatic Recruiting (We Do This For You)

Here’s the part that works while you sleep: Serve.Love automatically lists your public events in our volunteer directory.

When someone in your area searches “volunteer opportunities near me,” your events can appear in the results. No extra work from you—just make sure your event visibility is set to Public.

We also create SEO-optimized pages for volunteer opportunities by city and by organization. These pages rank in Google and drive traffic to your events over time.

This won’t flood you with signups overnight, but it creates a steady trickle of new volunteers who discover you through search.

Which Channel Works Best?

It depends on your situation:

Most organizations use a mix. Start with the easiest channel for you, then expand as you see what works.

Your First Promotion Checklist

• ☐ Copy your event link
• ☐ Post to at least one social media channel
• ☐ Email your existing contacts or newsletter list
• ☐ Print a QR code for your location (if applicable)
• ☐ Verify event visibility is set to Public

Don’t overcomplicate it. One post, one email, one QR code. See who signs up. Adjust for next time.

What Happens When Someone Signs Up

Once volunteers start finding your event, Serve.Love handles the rest:

• They receive a confirmation email immediately
• They get reminders 24 hours and 1 hour before
• You see them in your volunteer list
• You can message them anytime through the platform

Your job is to get them to the signup page. We’ll take it from there.

Getting Started Guide — Part 5 of 5

← Previous: Keeping Volunteers Coming Back: Communication Basics

That’s it—you’ve completed the Getting Started Guide! You now know how to set up events, help volunteers find you, and keep them coming back. Questions? Reach out anytime.

Day-Of: Helping Volunteers Find You

Your event is tomorrow. Volunteers are signed up. Now what?

The biggest day-of headache isn’t no-shows—it’s confused volunteers calling because they can’t find parking or walked into the wrong entrance. Let’s fix that before it happens.

The Arrival Feature: Your Volunteers’ GPS

Serve.Love has a built-in arrival system that sends volunteers everything they need to find you: parking location, entrance instructions, photos, and a contact number if they get lost.

Here’s what volunteers see in their reminder email:

The “Open Parking Directions” link takes them straight to Google Maps. The photo confirms they’re in the right spot. No phone calls needed.

Setting Up Arrival Info (5 Minutes)

Open your event and click the Arrival tab. You’ll see sections for parking, entrance, and contact info.

1. Parking Location

Click on the map to drop a pin where volunteers should park. You can also search for an address if the parking lot has one.

Add written instructions below the map:

• Which lot to use (if there are multiple)
• Where NOT to park (reserved spots, client areas)
• Whether it’s free or paid
• Any access codes or validation needed

Pro tip: Add a photo of the parking area. A picture of the “Volunteer Parking” sign or lot entrance helps more than words ever could.

2. Entrance Location

Same idea—drop a pin on the exact door volunteers should use. This matters more than you’d think:

• Large buildings often have multiple entrances
• Client entrances vs. volunteer entrances
• Side doors that aren’t obvious from the street
• Doors that are locked (ring doorbell, call when arrived)

Add a photo of the entrance. First-time volunteers will recognize “that’s the door with the blue awning” instantly.

3. Contact Information

Add a day-of contact—someone volunteers can call or text if they’re lost or running late.

Use the dropdown to quickly fill in a staff member’s info, or type in custom details. You might use:

• The event coordinator’s cell
• A volunteer desk phone number
• “Ask for Sarah at the front table”

4. Additional Notes (Optional)

Anything else that would help:

• “The GPS sometimes takes you to the back of the building—go around to the front”
• “Don’t be confused by the shelter entrance—volunteers use a different door”
• “Look for the Serve.Love banner outside”

When Do Volunteers See This?

Serve.Love automatically sends reminder emails to volunteers:

• 24 hours before – Full event details plus arrival info
• 1 hour before – Quick reminder with arrival link

Arrival info also appears in:

• Confirmation email – Right after they sign up
• Arrival page – A mobile-friendly page they can pull up on their phone

You don’t need to send anything manually. Once you set it up, every volunteer gets the info automatically.

Recurring Events: Set Once, Apply to All

If your event repeats weekly or monthly, you don’t have to set up arrival info each time.

When you save arrival info, you’ll see a prompt: “Apply to all events in this series?”

Click yes, and every instance of your recurring event gets the same parking, entrance, and contact info. If something changes (new parking arrangement, different contact), update once and apply to future events.

Checklist: Before Your Event

Run through this the day before:

• ☐ Parking pin is on the correct lot
• ☐ Parking photo uploaded (if available)
• ☐ Entrance pin is on the right door
• ☐ Entrance photo uploaded (if available)
• ☐ Day-of contact info is current
• ☐ Instructions are clear and specific

Test it yourself: click “Open Parking Directions” and make sure Google Maps routes to the right place.

Getting Started Guide — Part 3 of 5

← Previous: Your Event Checklist: What to Set Up Before Going Live

→ Next: Keeping Volunteers Coming Back: Communication Basics

Your Event Checklist: What to Set Up Before Going Live

You’ve created an event, but before you share it with the world, let’s make sure it’s ready. This checklist takes about 10 minutes and ensures volunteers have everything they need to say “yes” and show up.

The Essential Checklist

Open your event in Serve.Love and work through these items:

1. Event Title

Your title is the first thing volunteers see. Make it clear and specific:

• Good: “Food Bank Sorting – Saturday Morning”
• Less clear: “Volunteer Opportunity”

Include the type of work when possible. Volunteers want to know what they’re signing up for at a glance.

2. Date, Time, and Location

Double-check these basics:

• Date – Is it the correct day?
• Start and end time – Be specific. “9am-12pm” is better than “morning.”
• Address – Full street address so the map link works correctly
• Location notes – Where to park, which entrance to use, who to ask for

3. Event Description

Answer the questions volunteers are thinking:

• What will I be doing?
• Why does this matter?
• Do I need any skills or experience?
• What should I wear or bring?
• Will there be breaks, food, or water?

Keep it scannable. Short paragraphs and bullet points work better than walls of text.

4. Event Image

Events with images get significantly more signups. A photo helps volunteers picture themselves there.

• Best option: A photo from a previous event showing real volunteers at work
• Good alternative: A photo of the location or the people you serve
• Avoid: Stock photos that feel generic or staged

Don’t have a photo yet? That’s okay for your first event – just make adding one a priority for next time.

5. Volunteer Spots

How many volunteers do you need? Set a limit that makes sense:

• Too few and your event fills up before you can promote it
• Too many and there may not be enough work to go around

When in doubt, start smaller. You can always increase the limit later, but disappointed volunteers who showed up with nothing to do won’t come back.

6. Shifts (Optional)

Need volunteers at different times? Set up shifts instead of one big time block:

• Morning shift: 8am-11am (10 spots)
• Afternoon shift: 1pm-4pm (10 spots)

Shifts help you maintain coverage throughout the day and give volunteers flexibility to pick times that work for their schedules.

For simple events where everyone arrives and leaves together, you don’t need shifts – the default single time slot works fine.

7. Custom Signup Form (Optional)

Need information beyond name and contact details? Attach a form to your event:

• T-shirt size – if you’re giving out shirts
• Dietary restrictions – if you’re providing food
• Emergency contact – for outdoor or physical activities
• Skills or certifications – if the work requires them

Keep it short. Every extra question adds friction. Only ask what you actually need.

8. Event Status

Check the status dropdown in your event settings:

• Draft – Only you can see it. Use this while setting up.
• Active – Visible to volunteers and accepting signups.

When you’re ready, switch to Active. Your event won’t appear in searches or accept signups until you do.

9. Visibility Settings

Who can find this event? You have three options:

• Public – Visible in all searches: map search, organization search, and external APIs. Anyone looking for volunteer opportunities in your area can discover it.
• Private – Visible when users search your organization directly, but hidden from the general map search and external APIs. Good for events you want existing supporters to find, but not the general public.
• Unlisted – Only accessible via direct link. Hidden from all searches. Use this for invite-only events or when you’re promoting through your own channels (email, social media) and don’t need discovery.

Made a Mistake? No Problem.

Events can be edited anytime—even after they’re live. Changed the start time? Updated the location? Just edit and save. Volunteers who already signed up will see the updated information.

If you need to start over completely, just delete the event. No penalty, no complicated process. Create a new one when you’re ready.

Canceling an Event with Signups

If volunteers have already signed up and you need to cancel, notify them first. Don’t just delete the event and leave people wondering.

The easiest way: use the Communications tab on your event to message everyone at once.

Need to message specific volunteers? Use Selected User Actions from the Volunteers tab. Select who you want to contact, then choose your messaging option.

Once you’ve notified everyone, you can safely delete or cancel the event.

Before You Share: A Quick Review

Click View in App to see your event exactly as volunteers will see it. Check for:

• Typos or confusing wording
• Missing information
• Correct date and times
• Working map/address

Have a colleague look at it if you can. Fresh eyes catch things you might miss.

You’re Ready!

Once everything looks good, it’s time to get the word out. Copy your event link from the View in App section and start sharing.

Getting Started Guide — Part 2 of 5

← Previous: How Volunteers Find and Sign Up for Your Events

→ Next: Day-Of: Helping Volunteers Find You

How Volunteers Find and Sign Up for Your Events

You’ve created your first event – congratulations! But what happens next? How do volunteers actually find it and sign up?

Let’s walk through the experience from a volunteer’s perspective, so you know exactly what they see and how to make your events irresistible.

Where Volunteers Discover Your Events

Volunteers can find your events in several ways:

1. Direct link from you – The fastest path. Every event has a shareable link you can post on social media, include in emails, or add to your website. This is how most first-time volunteers find you.

2. Your organization’s public page – Volunteers who’ve heard of your nonprofit can browse all your upcoming events in one place. Your logo, description, and event calendar create a professional first impression.

3. Embed events on your website – You can embed a live event widget directly on your own website. Volunteers see your events without leaving your site. Learn how to embed events →

4. The Serve.Love volunteer directory – People searching for volunteer opportunities in their city can discover your events alongside other local nonprofits. Good event descriptions help you stand out here.

What Volunteers See on Your Event Page

When a volunteer clicks through to your event, they’re asking themselves one question: “Is this worth my time?”

Here’s what they see:

• Event image – A photo from a past event or something that captures the spirit of the work. Events with images get significantly more signups than those without.
• Event title and description – What they’ll be doing, why it matters, and any details they need (parking, what to wear, etc.)
• Date, time, and location – With a map link so they can check the commute
• Available spots – Creates urgency when spots are filling up
• Shift options – If you’ve set up shifts, they can pick the time slot that works for them

The best event pages answer every question a volunteer might have before they have to ask.

The Signup Flow: What Volunteers Experience

When a volunteer clicks “Sign Up,” here’s what happens:

Step 1: Account creation (first-timers only)
New volunteers enter their name, email, and phone number. Returning volunteers just log in – their information is remembered.

Step 2: Your custom questions (if any)
If you’ve added a signup form to your event, volunteers answer your questions here. Common examples: t-shirt size, dietary restrictions, skills, or emergency contact info.

Step 3: Confirmation
They see a confirmation screen with event details, and immediately receive a confirmation email.

This email includes:

• Event name, date, time, and location
• A link to add it to their calendar
• Your contact information
• Option to cancel if plans change

Step 4: Reminders (automatic)
Volunteers receive reminder emails before the event – you don’t have to send these manually. They also get a thank-you email after they check in.

What You See When Someone Signs Up

On your end, new signups appear in the Volunteers tab of your event. You’ll see:

• Volunteer name and contact info
• Which shift they signed up for (if applicable)
• Their answers to your custom form questions
• Whether they’ve volunteered with you before

You can also get email notifications when new volunteers sign up – check your notification settings if you want these.

Your Quick Win: Share Your Event Right Now

The fastest way to get your first signup? Share your event link.

Here’s how:

1. Open your event in Serve.Love
2. Click the View in App tab
3. Copy the public event link
4. Post it on your social media, send it in an email, or text it to a friend

You can also use the Promote tab to share directly to Facebook or generate a QR code for printed materials.

That’s it – you now understand the complete volunteer journey from discovery to signup.

Getting Started Guide — Part 1 of 5

→ Next: Your Event Checklist: What to Set Up Before Going Live