As with all nonprofits, associations are facing more challenges than ever before. The donor base continues to decline and worries around government funding have affected the giving landscape across the board, adding additional strain. With less funding to rely on, associations and other nonprofits have turned to volunteers to get the job done.

 

Yet an increase in volunteers often means an increase in exposures. Even the most capable volunteers can create legal, financial, or reputational risk if they are not trained or supervised properly. The good news is that organizations don’t need to limit their reliance on volunteers to be successful—they just need to actively manage the risk.

 

A resilient volunteer program rests on three pillars: intentional design, proactive safeguards, and ongoing oversight.

 

1. Intentional Design: Determining Needs

 

Risk management begins long before the volunteers come in the door.

 

First, associations need to determine where and how their volunteers can add value. Whether it is event planning or fundraising, hands-on projects, or working directly with vulnerable populations, each role comes with its own responsibilities and potential for exposure.

 

Just as a business leader does for a paid position, volunteer roles must be carefully evaluated to determine not only the required skills or experience necessary to do the task well, but also any related safety considerations and liability implications.

 

Takeaway: Association leaders will need to clearly outline all task and activity expectations, reducing the likelihood of missteps. Intentional role design ensures volunteers are positioned to succeed—and protects the organization from preventable risk.

 

2. Proactive Safeguards: Screening, Training, and Clear Expectations

 

Not all volunteers are equally helpful.

 

Associations will need to create a structured screening process to determine whether a specific volunteer is appropriate for their mission. A simple interview can clarify the volunteer’s experience, and background checks are essential for anyone working with vulnerable populations. For specialized roles, such as accounting or counseling services, verifying credentials and licenses is critical as well.

 

Next, train all volunteers on the specifics of your HR policies, including workplace policies, acceptable conduct, and emergency procedures. They must understand how to report concerns and what to do if they feel unsafe.

 

Some volunteer roles will require more specific preparation, such as abuse prevention training or cybersecurity training to minimize the risk.

 

Takeaway: Association leaders will need to establish a screening program for all volunteers, training them the way you would train any employee. This not only helps to prevent incidents but also reinforces a culture of professionalism in the workplace.

 

3. Ongoing Oversight: Sustaining a Safe and Resilient Program

 

Volunteer risk management requires continuous attention over time. Designate a staff member to be responsible for the volunteer program, including recruitment, placement, and training. On the organizational side, evaluate those volunteer assignments regularly to ensure the roles are aligned with organizational needs.

 

It can be helpful in certain environments to follow a “rule of three” policy, which can protect volunteers from participating in one-on-one interactions. This can reduce reputational and legal risk in sensitive situations.

 

Association leaders will need to review their insurance coverage and risk strategy regularly. Exposures can and do evolve as volunteer roles do. For example, organizations that reduce fleets and rely on volunteers’ personal vehicles may create non-owned auto liability risks that require policy adjustments.

 

Finally, leaders should develop a crisis response plan to better understand how to manage incidents swiftly and transparently, minimizing long-term reputational damage.

 

Takeaway: As a risk management expert, your broker is uniquely positioned to guide association leaders through the development of a comprehensive risk management plan, including both mitigation strategies and insurance coverage.

 

A Stronger Framework for a Stronger Mission

 

Volunteers are indispensable partners for many associations and other nonprofits. With intentional design, proactive safeguards, and ongoing oversight, organizations can empower volunteers while also protecting their people, reputation, and operations.