This is how the association gets more people involved in events.
Events, parties, and workdays require many small contributions. Get a plan that makes the need visible and distributes tasks well in advance.
Published August 19, 2026 · Hjerterum
A good arrangement can look effortless from the outside, but behind the scenes, there are often shopping, setup, shifts, communication, and cleanup. When all the tasks are handled by a few people, the arrangement becomes vulnerable, and the most active individuals risk being worn out.
Start with a task bank
Write down all the steps from the idea to the final trash bag. Then divide them into three periods:
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before the event
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during the event
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after the event
Add expected time commitment and a responsible coordinator. Small tasks should also be included; these can be a good starting point for new volunteers.
Open the tasks early
If members only hear about the need two days in advance, the calendar is often full. Create the tasks as soon as the date is set and send a short reminder with the most important available shifts.
In Hjerterum Forening, event-based tasks can be kept separate from the regular operational tasks. This gives the members an overview of what exactly this event needs.
Offer various ways to help
Some people want to meet in person. Others can write posts, bake a cake at home, or pick up materials on the way. Variety allows for more life situations to fit in.
Feel free to do tasks of different sizes: 20 minutes, an hour, or an entire responsibility area. Not everyone has the same amount of time, but many small contributions can add up to a lot.
Avoid double bookings and gaps
When registrations are in emails, messages, and verbal agreements, the overview becomes uncertain. A single system reduces the risk of three people buying coffee while no one is taking the guests.
Collect the experience afterward.
Mark the tasks as completed and briefly note what needs to be changed next time. Which shifts were too long? What materials were missing? Who would like to be asked again?
DGI recommends that the association consciously work to attract volunteers and make it clear what the task entails. A good arrangement therefore does not start with a call to action, but with a clear and realistic overview.