What volunteer challenges is your Post facing? Are you struggling to fill important roles? Are longtime volunteers stepping away after years of service? Are you concerned about injuries, misconduct or other incidents involving volunteers?

Volunteers contribute the time, knowledge and dedication your Post needs to serve members and their communities. But relying on volunteers also creates risks that Post leaders should be prepared to manage.

The right procedures, training and insurance protection can help your Post support its volunteers while reducing the likelihood of accidents, financial losses and liability claims.

Common Fraternal Organization Volunteer Risks

Explore several common volunteer risks and steps your organization can take to address them.

Volunteer turnover

Volunteers have many commitments competing for their time. Some may only be available for a single event, while others may be willing to take on an ongoing role. When organizations depend too heavily on a small group of people, volunteer fatigue and turnover can quickly become a challenge. To improve volunteer retention:

  • Clearly explain each volunteer’s responsibilities and expected time commitment.
  • Offer flexible opportunities for members with limited availability.
  • Recognize volunteers for their contributions.
  • Regularly check in to learn what is working and where additional support may be needed.

Volunteers are more likely to stay engaged when they understand how their work supports the organization’s mission, members and local community.

Loss of institutional knowledge

Longtime members and volunteers often hold valuable information about operations, community relationships, events and traditions. When these individuals retire from a role or become less active, critical knowledge can leave with them.

Encourage volunteers to document key responsibilities, vendor information and recurring processes. Cross-training can also help ensure more than one person knows how to carry out essential tasks.

Organizations may also consider pairing experienced volunteers with newer members. This creates an opportunity to transfer practical knowledge while helping new volunteers feel connected and prepared.

Risks involving long-term volunteers

Most volunteers want to make a positive contribution, but organizations must still take reasonable steps to protect their members, guests, property and finances.

Depending on their responsibilities, volunteers may handle money, operate equipment, serve alcohol, drive vehicles or interact with vulnerable members of the community. Poor decision-making or dishonest behavior could result in injuries, financial loss or reputational harm.

Use a screening process that reflects the responsibilities of the position. This may include:

  • A volunteer application
  • Reference checks
  • An interview
  • A background or motor vehicle record check when appropriate
  • Written expectations for conduct and safety

Volunteer illnesses and injuries

Volunteers may face injuries while preparing for an event, working in the kitchen, lifting supplies or completing maintenance projects. Slips and falls, lifting injuries and equipment-related accidents can occur even during familiar activities.

Before assigning a task, make sure volunteers understand the potential hazards and receive appropriate instructions. Provide necessary protective equipment and do not allow volunteers to perform work they are not trained or physically prepared to complete.

Your organization should also establish a consistent process for reporting incidents. Document what happened, provide appropriate assistance and notify your insurance representative when necessary.

Costs associated with volunteer injuries

Training and safety procedures can reduce risk, but they cannot prevent every injury. A serious incident could result in medical expenses, legal costs and other financial consequences for the volunteer or your organization.

To protect against the costs associated with volunteer illnesses and injuries, the Post Insurance Program, administered by Lockton Affinity, offers Volunteer Accident insurance. Should a volunteer experience an incident, their personal health insurance would apply, and your Post’s insurance would cover any excess costs.

Strengthening Volunteer Safety at Your Organization

Volunteer risk management should not be limited to a one-time orientation. Make safety part of your Post’s regular operations by:

  • Reviewing volunteer responsibilities before events and projects
  • Providing task-specific training
  • Keeping walkways, kitchens and work areas safe
  • Maintaining written emergency and incident-reporting procedures
  • Updating screening practices as volunteer roles change

Questions about protecting your volunteers or how to purchase Volunteer Accident Insurance? Contact Lockton Affinity to discuss your Post’s insurance needs today at (800) 669-9944.