Event Volunteers for Aerial Drone Competition

Updated May 25, 2025

Overview

Event volunteers are the heart and soul of REC Foundation events. We rely on Referees to keep things fair, Emcees to keep things exciting, and Queuers to keep things on schedule! Volunteering at drone events can be rewarding and fun. There are a variety of volunteer roles available. Many volunteer positions do not require technical skills or experience, only a desire to support engaging learning opportunities for students. Whatever your potential volunteers are interested in, help them identify the role that best suits them. Support and training materials can be found in the REC Library: Volunteers.

One of the hallmarks of a well-run event is that volunteers are comfortable and not overworked. Good planning ensures that all positions are well staffed, volunteers have opportunities to take breaks and receive a meal, and volunteers get a token of appreciation. Volunteers that have a positive experience at your event are likely to return as volunteers in future years.

As the EP, you are ultimately responsible for recruiting all of the volunteers at your event, but there are a number of tools and strategies available to make this task easier. It’s highly recommended to designate a Volunteer Coordinator for your event to assist with volunteer recruitment, training, and event-day support.

Recruitment

There are many sources where you can recruit volunteers. You need to get the word out early about your event and share the key message of the positive impact of the Aerial Drone Competitions and STEM programs to find people who feel this truly resonates with them.

Start with those who have a vested interest in the success of your event.

In addition to your “home-grown” volunteer base, you can create a community of volunteers that will support events throughout the season and for years to come. Volunteers can be from any team or organization, and their engagement and support at the event is critical as they often come to your event with prior experience.

• Parents, Teachers, School Administrators, Mentors, Local Drone and Robotics Teams, and Siblings – Remember, volunteering can be a family affair! Younger siblings are often good at Field Reset.
• Partner with Local Schools – Contact nearby schools and agree to do a “volunteer swap” so they provide volunteers for your event, and you provide volunteers for their event.
• Local Businesses and Sponsors – Aerial Drone Competitions are perfect for company team-building experiences, so contact a company's HR department if you don’t already know someone there.
• Schools, Colleges, and Universities – Classes, honor societies, sororities, and fraternities may have community service requirements for membership, scholarships, or graduation. Also look to clubs/groups, College of Engineering, and ROTC programs for assistance.
• Give your local US Military recruiter a table in exchange for providing volunteers.
• Pre-service student teachers are also ideal candidates for volunteering.
• Community Groups, Organization Chapters, and Church Groups – Many are looking for guest speakers, or may allow you to set up a table to hand out volunteer recruitment materials. Check with your local maker community, TechSoup, Local UAW, NSBE, IEEE, SWE, Chamber of Commerce, library, etc.
• Online Resources – Don’t forget social media like Facebook, if you have existing accounts or participate in groups with followers.
• Employee Programs and Corporate Responsibility – Many local and national chains have community service and philanthropy goals, and employee volunteering is part of their culture. Some will even provide a grant donation to your event if you get a particular number of volunteers from their location.

Helpful Hints for Volunteer Recruitment

EPs can request that each team provide 1 or 2 volunteers. A few positions like Judges and Referees require that there is a level of impartiality, so outside non-affiliated volunteers are critical to the integrity of the event. If finding non-affiliated volunteers isn't possible, endeavor to provide Judges and Referees who represent multiple organizations from the event, not just the "home team."

Key Volunteers

The table below includes Key Volunteer roles, which are event staff who will take on leadership roles to ensure that all REC Foundation rules and guidelines are followed, and that teams, spectators, and volunteers have a rewarding experience. These roles should be filled early, and these volunteers will need training prior to the event.

Other Volunteers

Other event volunteers are needed, but they require less training and prior knowledge of REC Foundation events.

Staffing

The EP and the Volunteer Coordinator should start recruiting as early as possible to fill volunteer roles. Post clear information about the volunteer roles needed for your event in the Volunteer Content Block on RobotEvents.com to spark interest. This information will be viewable on the Volunteer tab on the public event page. You should also include a request for volunteers in the automated email that will be sent to teams when they register.

Training and Preparation

Providing the proper training for your volunteers is vital to hosting a well-run event. The REC Foundation offers numerous free, online training resources at in the REC Library: Volunteers.

The EP or Volunteer Coordinator can provide this link to each volunteer, requesting that each volunteer review the documents and all posted training materials for their position(s) at least a week prior to your scheduled event.

In addition to assigning online training, plan for either an Onsite Orientation and/or a Training Call to ensure volunteers are prepared and confident in their roles.

• Onsite Orientation typically takes place the evening before the event. It gives volunteers a chance to meet the event staff, receive in-person training, and participate in practice matches if a host team is available to help with setup. This hands-on prep helps reduce confusion and creates a smoother event day.

• Training Calls, ideally held about a week before the event, allow volunteers to ask questions and review expectations. Separate calls for Referees/Scorekeepers and Judge Teams are highly recommended. Use a video conferencing platform to bring everyone together efficiently.

• Sensitivity Training should be included for all volunteers. Remind them they’ll be working with students and should help create a welcoming environment—communicating with respect, avoiding physical contact, and being mindful of cultural differences.

Care and Appreciation

Volunteers are essential to the success of your event. Here are some simple ways that you can show your appreciation. A happy volunteer who has a great experience will usually return!

• Food & Drink – Have water and snacks available for all volunteers throughout the day, and provide lunch for those who volunteer for a full event day. Hydration, food, and appropriate breaks are important to the volunteer experience. If it is possible, stop the entire competition for lunch so that ALL volunteers can take a break and eat; plan for lunch shifts if the entire competition cannot stop at the same time. If you have space, set up a Volunteer Break Room or roped-off area for volunteer use.
• Comfort – Be sure to advise your volunteers to wear comfortable shoes and bring a water bottle (if you're not providing them). If possible, have a few packs of lozenges in the volunteer break area to help soothe vocal cords.
• Recognition & Certificates – If funding is available, use t-shirts and/or name tags to identify your volunteers as a valuable event resource. Share your appreciation with your volunteers, who provide invaluable support to your efforts. Recognize volunteers by providing them with a Community Service Certificate that is customized with your event name. Many companies and schools require documentation either to allow employees to volunteer or some may even provide an incentive for validating volunteering time, so be sure to record individual volunteer hours. 
• Tokens of Appreciation – Even on a small budget, consider giving volunteers (or key volunteers) a small gift certificate, like $5 to Starbucks or a local food venue.
• Hand-written notes – The power of a hand-written “Thank You” goes a long way today!
• Social Media – If you are active on social media, consider writing a brief recommendation for a key volunteer on LinkedIn or giving a shout out on Face Book with a photo if they go above and beyond the call of duty. Tag them on X along with @REC_Foundation. You can also send volunteer and event photos to the REC Foundation at media@roboticseducation.org.

Follow Up & Keep in Touch – Email your volunteers after the event to gauge satisfaction and collect opinions on event success, or use SurveyMonkey to send some short questions. Also keep in touch with volunteers for future events. If you have the budget, host a volunteer appreciation dinner or party. A happy volunteer who has a great experience will usually return!