Practical Tips for recruiting, organizing, and thanking volunteers
One of the biggest challenges for any PTO or PTA leader is getting enough volunteers. It’s easy to feel like you’re doing everything yourself, and it can be frustrating when the same small group of people are the only ones stepping up.
The reality is that most parents want to help—they just need the right encouragement, clear expectations, and an easy way to get involved.
Successful fundraising isn’t just about planning great events; it’s about building a team that can support these events through their time, creativity, and even their network. Without volunteers, even the best-laid plans can fall apart. The good news is that with the right approach, you can recruit more volunteers, keep them engaged, and avoid burnout—both for yourself and your team.
Recruiting Volunteers: How to Get More People Involved
One of the biggest reasons parents don’t volunteer is that they assume it will take too much time or they simply don’t know how to get started. Some may be hesitant because they’ve seen other PTO leaders overwhelmed and fear they’ll be signing up for a huge commitment. Your job as a leader is to make it as easy as possible for parents to say yes.
Make Volunteering Convenient and Flexible
Many parents want to help but feel like they can’t because they have full-time jobs, younger kids at home, or other commitments. Instead of asking for generic “help with the fundraiser,” break down volunteer needs into small, specific, and flexible roles. For example:
- Can they cut out raffle tickets at home while watching TV?
- Can they spend 30 minutes handing out water bottles at a Fun Run?
- Can they help call a few local businesses to request sponsorships?
When parents see that even small contributions make a difference, they’re much more likely to volunteer.
Using an online tool like FundHub’s Volunteer Organizer can make signing up even easier. It allows you to assign tasks, track sign-ups, and send reminders—all in one place. Parents can see at a glance where help is needed and sign up for shifts that work with their schedule, eliminating the need for lengthy email threads or last-minute scrambling.
Personally Ask Parents to Get Involved
Mass emails and social media posts asking for volunteers tend to be ignored. The most effective way to get parents involved is to ask them directly. Next time you see a parent at pickup or a school event, casually mention an upcoming fundraiser and ask if they’d be able to help with a small task. People are much more likely to say yes when they are personally invited rather than assuming “someone else will do it.”
Encourage existing volunteers to do the same. If each volunteer personally invites just one new person to help, your team can grow quickly.
Highlight the Impact of Volunteering
Sometimes parents don’t see the value of volunteering because they don’t understand how much of a difference it makes. Make sure to emphasize how volunteers directly impact the school, students, and teachers. Share success stories, whether it’s how a past fundraiser paid for new classroom supplies or helped fund a school field trip. When parents see the tangible results of their efforts, they’ll be more likely to stay involved.
Organizing School Volunteers
Once you’ve recruited volunteers, keeping them organized is just as important. A disorganized volunteer system leads to frustration, last-minute scrambling, and burnout.
Set Clear Expectations
One of the biggest frustrations for volunteers is feeling unprepared. When someone signs up, make sure they know exactly what to expect—what they’ll be doing, how long it will take, and any special instructions. If a parent volunteers to help at an event, send a confirmation email outlining their role, where they should check in, and what to bring.
Using an online system like FundHub’s Volunteer Organizer can help by allowing volunteers to see their assigned tasks in advance, reducing confusion on event day.
Make Volunteering Social and Fun
People are more likely to stick with something if they enjoy it. Creating a welcoming and social atmosphere can make volunteering more enjoyable. Consider:
- Hosting casual coffee meetups for volunteers before an event
- Pairing new volunteers with experienced ones to make them feel comfortable
- Encouraging teamwork and camaraderie by recognizing volunteer efforts in a fun way (such as a “Volunteer of the Month” shoutout)
When volunteering feels like a fun way to connect with other parents rather than just another obligation, you’ll see better engagement! [Bonus tip: make sure your volunteer merch is “exclusive” – so parents only get that awesome school sweatshirt if they volunteer!]
Provide Opportunities for Different Levels of Involvement
Some parents may only be able to help once or twice a year, while others are willing to take on more leadership roles. Offering a variety of involvement levels allows you to build a sustainable volunteer base without overloading a few key people.
For example, instead of always asking the same few parents to run fundraisers, create tiered roles:
- One-time volunteers – Help at a single event (setup, handing out snacks, making phone calls).
- Committee members – Help plan an event but don’t need to lead it.
- Event chairs – Lead a specific fundraiser or program.
When parents see that they can start small without being thrown into a major leadership role, they’re more likely to step up.
Thanking Volunteers: The Key to Keeping Parents Engaged
People want to feel valued, and a simple “thank you” can go a long way—but to truly keep volunteers engaged and excited to return, your appreciation needs to feel personal, meaningful, and memorable. Instead of a generic thank-you, focus on creative and thoughtful ways to make your volunteers feel like an essential part of your school’s success.
1️⃣ Personal, Handwritten Notes
In a world where most communication happens digitally, a handwritten note feels special. Instead of a general “Thanks for helping,” try something personal:
➡️ “Lisa, your energy at the Fun Run check-in table made all the difference! Thank you for making sure everything ran smoothly—we couldn’t have done it without you!”
Parents are more likely to help again when they know their specific contributions were noticed and appreciated.
2️⃣ Social Recognition & Shoutouts
Publicly recognizing volunteers makes them feel valued and shows others that volunteering is a positive experience. Some ways to do this:
- Give a shoutout in the school newsletter, PTO meeting, or social media
- Create a “Volunteer of the Month” spotlight featuring a photo and a fun Q&A about why they love helping
- Display a “Volunteer Wall” in the school office or hallway, highlighting those who have helped throughout the year
3️⃣ Surprise Treats or Small Tokens of Appreciation
While volunteers don’t do it for the perks, a little unexpected appreciation makes a big impact. Consider:
- Coffee gift cards for those who went above and beyond
- A treat bag or PTO swag (stickers, tumblers, or tote bags with a fun saying like “PTO MVP”)
- A volunteer raffle where every time someone helps, they’re entered to win a small prize
4️⃣ Exclusive Volunteer Perks
Make volunteering feel special by offering small but meaningful perks that only volunteers get access to, such as:
- Early access to school event tickets (like a reserved row for the school play)
- A “VIP” volunteer-only coffee chat with the principal or PTO leadership
- Reserved parking for a week for a top volunteer
5️⃣ Keep Volunteers in the Loop
Volunteers want to know their work made a difference. After an event, send a follow-up email sharing:
- How much was raised
- What the funds will be used for
- A few fun highlights and photos
- A “Save the Date” for the next opportunity to get involved
When volunteers see the real impact of their time, they’re more likely to step up again.
Build a Stronger, More Engaged Volunteer Team
Recruiting, organizing, and appreciating volunteers doesn’t have to feel overwhelming. By making it easy to get involved, creating a welcoming environment, and showing thoughtful appreciation, you can build a strong, engaged team that supports your school’s fundraisers year after year.
The key is to remove barriers—give parents clear, manageable opportunities to help, streamline communication, and ensure they feel valued every step of the way. With the right tools, you can eliminate stress, prevent burnout, and make volunteering an experience parents actually enjoy.
That’s why we created FundHub, designed to tackle some of the biggest challenges PTO and PTA leaders face. From the Volunteer Organizer that simplifies sign-ups and communication to features that help track donations, boost participation, and maximize fundraising success, FundHub makes it easier than ever to manage your fundraisers from start to finish.
📌 Want to see how FundHub can help your school? Explore FundHub’s Features Here!