Beyond Pizza: Better Volunteer Appreciation

It’s the scene after the big tournament. The last car has pulled out of the parking lot, the leftover hot dog buns are packed away, and a small, dedicated crew is quietly taking down the tents. They’re tired, but they’re smiling. These are the people who make community sport happen. They’re your volunteers.

We know these people are the lifeblood of our organizations. We run on their passion. But that passion isn’t an infinite resource. Too often, we risk burning out our most dedicated people because our methods of showing appreciation feel like an afterthought—a generic email, a pizza party, a quick “thanks” shouted across a field. 

The real problem isn’t a lack of gratitude; it’s a gap between our good intentions and our impact. When volunteers don't feel genuinely seen and valued, they quietly drift away. The most talented and capable ones—those who want to make a real difference—are often the first to go. 

To build a truly resilient organization, we need to make a fundamental shift. We must move from seeing volunteer appreciation as a task to check off a list, and instead embrace it as our most powerful volunteer retention strategy. It's about creating a culture where people feel so valued that they not only stay but become your organization's greatest champions.

With National Volunteer Week coming up next month, now is the perfect time to get intentional about our approach. Here are three shifts you can make to transform your volunteer appreciation from an afterthought into a cornerstone of your organization.

1. Invest in Their Success: Go Beyond the Basics

One of the most powerful ways to show you value someone is to invest in them. We understand this with athletes; we select great coaches to help them succeed. The same principle must apply to our volunteers. Setting them up for success from day one is the ultimate sign of respect.

Effective training isn't just handing someone a clipboard and a to-do list. It's about providing deep context and real support.

• Orient Them to the 'Why': Don't just explain what they need to do; share the bigger picture. Connect their specific role—whether it's managing a registration table or coaching a U7 team—to the organization's mission and vision. When people understand how their contribution moves the needle, their work feels meaningful. 
• Give Them the Right Tools: Check in with your volunteers regularly. Do they have everything they need? Sometimes a small thing—a better whistle, access to the right software, or a clear list of key contacts—can eliminate a major point of friction and make their role infinitely more enjoyable.
• Create a Safe Harbour: Ensure every volunteer knows who they can go to for support and questions without feeling like a burden. This simple act builds psychological safety and empowers them to solve problems confidently.

"Set them up for success" isn't just a cliché; it's a strategic imperative. When you invest in your volunteers' skills and confidence, you’re not just filling a role—you’re developing a future leader.

2. Connect Their Work to the 'Why': The Power of Impact

Volunteers are driven by a desire to make a difference. They give you their most precious resource—their time. The biggest mistake we can make is to let them wonder if that time was well spent. To truly show appreciation, we must close the loop and show them the tangible impact of their contribution.

Think beyond a simple "thank you." After a major event or at the end of a season, share a simple impact report.

• Show, Don't Just Tell: Use concrete numbers and stories. How many kids got to play because of their efforts? How much money was raised for new equipment? What positive feedback did you receive from parents?
• Paint the Bigger Picture: Connect the success of a single event to the overall health of the organization and its benefit to the community. Remind them that their work isn't just about this one tournament; it's about building a legacy. 

Their time is a donation, too. Just as you report back to a funder on how their grant money was used, you must report back to your volunteers on how their investment of time paid off. This simple act of communication validates their effort and fuels their desire to contribute again.

3. Make Recognition Personal and Sincere: See the Person, Not Just the Role

While parties and gift cards have their place, the most memorable appreciation is almost always personal and sincere. In a world of automated emails, taking a moment to show genuine, specific gratitude is what truly stands out.

This is where you move from appreciating the work to appreciating the person.

• The Power of the Handwritten Note: A short, handwritten card that mentions a specific contribution is one of the most effective tools you have. Instead of "Thanks for your help this season," try "Thank you for the way you handled that difficult parent situation with such grace. You were a lifesaver."
• Be Specific in Public Praise: When giving a shout-out at a meeting or in a newsletter, be specific. "I want to recognize Sarah, not just for managing equipment, but for the brilliant new check-out system she created that saved us all hours."
• Recognize Their Expertise: Many volunteers are seasoned professionals in their day jobs. Acknowledging and leaning on that expertise is a profound form of respect. Ask for their opinion on matters in their field; this shows you value their mind, not just their hands.

Recognition is about respect. It’s about seeing the unique skills and humanity each person brings to their role. Sincere, specific praise builds deep loyalty and makes people feel like an essential part of the team, not just a cog in the machine.

From Appreciation to a Thriving Culture

Shifting your approach to volunteer appreciation won't just help you keep the volunteers you have; it will help you build a reputation as an organization where people are valued and their contributions matter. That’s a magnetic culture.

This work isn't always easy, but it is essential. It’s the foundation upon which a truly great community sport organization is built—one that not only survives but thrives for years to come.

If you’re ready to move beyond the basics and build a strategic approach to engaging and retaining the people who matter most, let’s chat. Get in touch to discuss how we can build a culture of appreciation that fuels your mission.