When Volunteers Become “No-lunteers:” Cleaning Mishaps and Budget Blunders. Every event planner has faced the dreaded moment when well-meaning volunteers suddenly vanish, leaving behind half-done tasks and a ticking clock. What begins as a team eager to help can quickly turn into a handful of people dodging responsibilities, creating chaos in crucial moments like post-event cleanups or setup transitions.
Without the promised support, minor oversights can snowball into cleaning mishaps, misplaced equipment, and unexpected expenses as paid staff must step in to fill the gaps. These situations highlight the importance of clear communication, accountability, and backup planning—because in the world of events, even the friendliest “yes” from a volunteer doesn’t always mean they’ll show up when it matters most.
Kenetia (00:01.815) Welcome. This episode, this podcast, is around volunteers and maybe how to use them. No, more accurately, I think about how not to use them. So I’m going to try and set the picture for you and give you a visual of like how it all went, and then maybe give you some lessons as to maybe how to go about, you know, figuring out your costs around what is actually needed for the event instead of substituting volunteers for the actual work that needs to take place on the ground, right? So I’m going to paint a picture for you. It’s a perfect summer afternoon. The sun is beaming, music is thumping, and you’ve just arrived at a star-studded charity concert.
Celebrities are mingling on a beautiful back lawn that runs right up against the cliffs of the Pacific Ocean. It’s pretty much California. The energy in the whole space is very electric, and somewhere backstage you have a very optimistic event planner who is ensuring that the next band is set to go on stage and has everything that they need. Now, hopefully, what she’s actually hoping also is that while she’s backstage, all the hundred volunteers that she has solicited and organized around the venue are tending to the crowd that’s continuing to pour into this lovely space, and that they’re keeping the grounds as tidy as possible. You see, two months earlier, after reaching out to various cleaning companies to get their pricing to make sure her star-studded guests would not only enjoy the charity concert, but would donate lots and lots of money, she decided, “We don’t need professional cleaners, we have volunteers to handle it.” Spoiler alert: no, she doesn’t.
Kenetia (02:25.294) Let’s fast-forward two hours. Two hours. The trash cans are overflowing. The grounds are a glittery sea of half-eaten corn dogs and soda cans and that mysterious sticky substance we’ll never ever identify. And the volunteers, what are the volunteers doing? They’re really, really busy. They’re just not cleaning. They’re cashing in their vouchers. They’re eating their food and their beverages. They’re securing their best spots on the lawn, and they’re watching their favorite band perform on stage. They’re scoping out the cabanas of their celebrity crushes in hopes to brush shoulders with them and maybe get a selfie, right? There are a few of the volunteers that are up front near the stage and they have—they’re doing a Soul Train line. They are stepping it out. You know, they have priorities. They came there to volunteer, but also have a good time. Meanwhile, there are three professional cleaners that she has hired and they are all in the corner, wide-eyed, silently calculating how many hours of therapy this event is going to require.
Deep breath. So let’s be honest here. How many people do you know would willingly pick up trash for 10 hours straight in the sun for zero pay? Yeah, same here. And now let’s make it even worse. Imagine doing it at a concert.
Kenetia (04:21.279) Yeah, no, where every single song is a distraction. Every celebrity sighting is a photo op, and every trash can looks, mmh, fun enough. You see, volunteers are human, and humans have limits. Like the moment they see someone else in an official cleaning crew vest and think, “They’ve got this.” Mind you, there are only three cleaners to hundreds of guests and celebrity guests as well.
Deep breath. So what happens next? The event wraps up and the client is faced with a harsh reality. Trash is everywhere. A hefty, hefty overtime bill for professional cleaners is on the way, and a lingering sense of regret. Because as you know, every venue that you go to, you have to return it cleaner than it was when you received it. And they’re going to nitpick at everything. So, lesson learned? I hope so. If you’re going to count on volunteers to handle the dirty work, you’re essentially gambling. And the house always, and I do mean always, wins. The professionals should have been there from the start. Now, granted, they had three, which was a start, but not enough for this particular high-caliber event and this particular outdoor space with so many people.
Kenetia (06:02.891) Now, I do feel, I deeply feel for the situation at hand. Here’s the thing: cutting corners on cleaning might seem like a quick fix, but it almost always backfires. Cleaning is a profession for a reason. It is hard work. And when done right, it’s seamless, almost invisible. For event planners, the key to avoiding these mishaps is simple. Budget for the unglamorous stuff first. Cleaning, traffic control, food, talent. Set those costs out first. Then go back and price your tickets accordingly. Trust me, your future future self will thank you for it.