Can I use volunteers to staff events?
When volunteers are allowed
The U.S. Department of Labor allows volunteers for nonprofit organizations if the work is not for commercial gain and the volunteer does not expect pay. For-profit venues cannot use unpaid volunteers for regular work—that would violate minimum wage laws. Some exceptions exist for interns, but they must meet strict criteria.
Even nonprofits should be careful. If a volunteer does the same job as a paid employee, or if the role is essential to daily operations, the DOL may consider them an employee entitled to wages. Volunteers are best used for short-term, event-specific tasks like greeting, setup, or fundraising.
How to manage volunteers effectively
Treat volunteers like staff: provide training, clear instructions, and a point of contact. Set expectations for hours, dress code, and breaks. Offer non-monetary perks like meals, swag, or references. Keep records of hours and tasks.
If you rely on volunteers, have a backup plan for no-shows. Volunteers are less accountable than paid staff, so schedule extra and confirm attendance a day before. For paid events, consider hiring a few key paid staff to supervise volunteers.
- Confirm your organization's nonprofit status
- Avoid replacing paid staff with volunteers
- Provide a volunteer agreement outlining expectations
- Track hours for legal and recognition purposes
- Thank volunteers and offer references or perks
Common mistakes
- Using volunteers for for-profit events—this can trigger wage claims and fines.
- Assuming all nonprofits can use volunteers for any task—some roles must be paid.
- Treating volunteers poorly—they'll leave and tell others, hurting future recruitment.
