"Volunteer Mobilization" Roundtable
Best Practices, New Perspectives
Friday, December 12, 2025
9:oo AM – 3:30 PM
Beavercreek Township Community Room
(Lower level of Fire Station 61)
2195 Dayton-Xenia Road
Beavercreek, Ohio 45434
Hosted by Beth Edsall, Outreach Director of Beaver Creek Wetlands Association
Sponsored by Partners For the Environment
Calling all Volunteer Coordinators!
You’re invited!
Sharing best practices and learning from other organizations is a powerful way to grow your volunteer program without reinventing the wheel. Whether you’re a volunteer or professional, the “Volunteer Mobilization” Roundtable event is designed to exchange ideas, share successes, and discover fresh solutions. Help another organization overcome a challenge and leave inspired with new strategies to strengthen your own program.
Agenda
9:00 am – 9:15 am Introductions and Rules
9:15 am – 10:00 am Session 1: Attracting New Volunteers
10:00 am – 10:45 am Session 2: Training Volunteers
10:45 am – 11:00 am Break
11:00 am – 11:45 am Session 3: Communication
11:45 am – 12:30 pm Session 4: Retention Strategies
12:30 pm – 1:15 pm Lunch
1:15 pm – 2:00 pm Session 5: Volunteer Leadership Development
2:00 pm – 2:30 pm Session 6: Open discussion
2:30 pm – 3:30 pm Networking
Each organization may register up to two participants. Additional spots may open if space allows. Registration closes at 40 participants or at 11:59 p.m. on December 1, 2025, whichever comes first. This event is free.
Pre-Event Preparation
To make the most of our time together, please come prepared:
- For each agenda topic, jot down what’s working well in your program (to share as best practices) and where you’d like advice or new ideas.
- Bring along anything that helps tell your story—documents, handouts, or website examples.
- We’ll provide a shared Google folder for uploading resources, so everyone can access materials after the event.
Agenda Topics for Discussion
The bullet points under the agenda topics are simply prompts to help you think through both your successes and your challenges. Add anything else you’d like to share or get feedback on.
- Attracting New Volunteers
- How do you define and reach your target audience (including donors)?
- What makes your “case for support” compelling?
- How do you write role descriptions that inspire people to sign up?
- Which marketing channels have been most effective for you?
- How have you simplified the registration process to make joining easy?
- Training Volunteers
- What methods work best: one-on-one, group sessions, or online?
- How do you make training engaging and memorable?
- Communication
- How do you promote upcoming opportunities so they get noticed?
- How do you handle sensitive conversations with individual volunteers?
- How do you clarify expectations from the start?
- Retention Strategies/Keeping Volunteers Engaged
- What recognition or awards make volunteers feel valued?
- How do you build community through social events?
- What ongoing appreciation strategies keep people coming back?
- Volunteer Leadership Development
- What qualities do you look for in potential leaders?
- How do you prepare them for leadership roles?
- How do you support them in leadership roles?
- Other Best Practices
- What creative ideas, tools, or strategies have worked for your organization that others could benefit from?
LUNCH
Lunch will be from The Cherry House Cafe and is provided thanks to the Partners For the Environment sponsorship. Select your sandwich, side and cookie preference in the registration form.
Sandwiches
Cheesy Vegetarian – Served on a Croissant with Mayo, Lettuce & Tomato
Cherry Apricot Chicken Salad – Served on a Croissant with Mayo, Lettuce & Tomato
Chicken Salad – Served on a Croissant with Mayo, Lettuce & Tomato
Tuna Salad – Served on a Croissant with Provolone, Mayo, Lettuce & Tomato
Smoked Turkey – Served on Toasted Wheat Bread with Swiss, Mayo, Lettuce & Tomato
Roast Beef – Served on Toasted Sourdough Bread with Mayo, Lettuce & Tomato
Ham & Swiss – Served on Toasted Rye Bread with Swiss, Mayo, Lettuce & Tomato
Turkey Club – Served on Toasted Wheat Bread with Bacon, Swiss, Thousand Island, Mayo, Lettuce & Tomato
Each organization may register up to two participants. Additional spots may open if space allows. Registration closes at 40 participants or at 11:59 p.m. on December 1, 2025, whichever comes first. This event is free.