Retaining volunteers at a sports club: how to keep them
Why volunteers leave
The most commonly cited reasons volunteers stop at a sports club are not what you might expect. It is rarely merely a lack of time. More often it is about:
- The feeling that their contribution is not seen or valued
- Uncertainty about what is expected of them
- A sense of overload, always the same people doing everything
- Lack of communication from the board
- Conflicts or an unpleasant atmosphere
Most of these reasons can be addressed with relatively simple measures.
Make tasks concrete and manageable
Volunteers who have to do "everything" tend to drop out sooner than volunteers with a clear, defined task. Phrase roles concretely: "Canteen management on Saturday morning from 09:00 to 13:00, once every two weeks." A clear expectation also makes it easier to say no when someone is too busy, and that is healthier than someone who quietly carries on until they are burnt out.
Distribute the workload more fairly
In most clubs, 20% of volunteers carry 80% of the burden. That 20% is vulnerable; if one of them leaves, the gap is enormous. Map out what tasks exist and who is currently carrying them. Identify your blind spots: which tasks have no owner? Which volunteers are overloaded?
A digital volunteer portal where members can claim services themselves lowers the barrier and makes the distribution more transparent.
Communicate regularly and personally
Volunteers who know what is happening within the club and feel that the board keeps them informed feel more engaged. Don’t just send messages when something is wrong or you need something. Also share successes: "Thanks to your efforts we had 120 attendees at the youth tournament."
And make it personal where you can. An email to the whole club is nice, but a text message or a phone call to an individual volunteer who has gone the extra mile works three times as well.
Foster a good atmosphere
People return to places where they feel comfortable. A warm welcome after a long shift, a convivial end to an event, attention to each other's situations, these are the things that bind volunteers to a club, more than the work itself. Invest in team spirit: an annual volunteer evening, an informal after-season drink, a gesture on anniversaries.
Give volunteers something back
Volunteers work without pay, but that doesn't mean there is nothing in return. Think of:
- Free access to club activities or events
- An annual volunteer pass (discount in the canteen)
- Recognition in the club magazine or on the website
- A small gesture on special moments (anniversary, farewell)
- Education or training in their volunteer role
Use a digital system for an overview
A volunteer module gives you quick insight into who is active, who hasn't contributed in a while, and which duties remain. This allows you to proactively adjust: a personal message to someone who has not volunteered for three months can make the difference between an active return or a quiet withdrawal.