The Ultimate Group Volunteering Experience Checklist

Corporate and group volunteering is not often just a one-and-done experience, it can be the beginning of a lasting partnership. When done well, these engagements boost morale for teams, bring fresh energy to your organization, and can lead to long-term support in the form of donations, ongoing volunteering, or even sponsorship.

Having a solid plan in place ensures the day is a win for everyone involved when you're hosting corporate volunteer groups.

Pre Event

There are several steps you can take to get prepared for a volunteering engagement to ensure individuals have the best experience possible. These may change depending on your organization, but a great general checklist might look like the following.

✔️ Confirm the Attendees: Check in a few days before the volunteering event to confirm how many people will be showing up. If it's less or more than you were expecting, this will give you time to adjust personnel, tasks, and resources accordingly.
✔️ Set Expectations: Make sure the team knows the type of work they'll be engaging in. If the event is midday, are there lunch options nearby or should the group bring their own meals? Maybe they need to complete an orientation beforehand or need to wear a certain dress code. We've seen a team from a law firm show up in suits for a gardening activity where they needed to work down in the dirt, just because they didn't know what to expect. As you can imagine, it wasn't the best experience for them.
✔️ Share Logistical Details: Do your volunteers have the correct address for your facility? Are they aware of parking and/or transit options nearby? Do they have your contact information in case they get lost or arrive later than expected? Write a quick blurb summarizing this information to copy-and-paste when you send confirmation emails to your point of contact.

Day-of Event

Today is the day your group volunteers arrive! Here's a few tips to make sure everything runs smoothly.

✔️ Introduce Them to Your Cause: Check in with the group and take a few minutes to explain your organization’s mission, who you serve, and why their time matters. A short, impactful story can go a long way in helping them feel connected from the get-go.
✔️ Give Clear Instructions: Make sure each volunteer knows what they’re doing, who to go to with questions, and what success looks like. Break the group into smaller teams if needed, and assign a staff lead or experienced volunteer to each team for support.
✔️ Have All the Materials Ready: Make sure all tools, materials, and supplies are prepped before the group arrives. When excited volunteers stand around waiting for gloves, paintbrushes, or ingredients to be pulled out, momentum and interest wanes.
✔️ Celebrate Their Work: Do a quick shout-out or thank-you at the end of the session. Even better, snap a group photo, give high-fives, or hand out simple thank-you cards. A little appreciation goes a long way.

Post Event

Corporate and group volunteering is not often a standalone interaction—it’s a stepping stone to deeper engagement. After the event, keep the momentum going with some of the following best practices.

✔️ Share Feedback and Photos: Check in with your team and theirs. What went well, what could improve, and how the experience felt overall. Send a follow-up email with a few great group photos (with their permission) and a short thank-you note.
✔️ Keep Them Informed: Make sure they’re added to your newsletter or volunteer mailing list (with consent). Share upcoming events, donation campaigns, or opportunities to return individually.
✔️ Share The Impact They Made: Do a short write-up or include in your thank-you email the concrete outcome of their time. Did they sort 200 pounds of donations? Prep 75 care packages? Paint a space that now feels welcoming? Quantify it and show how it made a difference.

With just a little prep and intention, you can turn a single volunteer day into a meaningful experience that creates advocates for your cause. Volunteers who have great experiences with your organization will talk positively about you for years to come, meaning more donors, more volunteers, and more community engagement.

At Purposely, we help companies around the world develop intentional volunteer programs so they can support organizations doing good in their community. We help you build a corporate volunteering foundation and connect individuals and groups to the programs that make the biggest impact to your constituents. Corporate volunteers are available on weekdays during typical working hours and are eager to support your mission.