Recruiting and retaining volunteers

At the August 2026 Trailmakers hui, Chris Livesey (Chair of the Manawa Karioi Society in Island Bay) and Tara Papworth (Vice Chair of the Reefton Trail Collective) shared what’s worked for their groups when recruiting and retaining volunteers. Combined with best-practice guidance from Volunteering New Zealand, WorkSafe, and Sport NZ, their experience points to some clear, practical steps trailmaker groups can take. 

Cast a wide net to find volunteers 

Manawa Karioi draws people through Facebook, its website, an email newsletter, word of mouth, and a stall at the local community festival.

Volunteer centres — a nationwide network that matches people wanting to volunteer with organisations that need them — are also a reliable source, and are particularly useful for reaching corporate “community action day” groups and for filling specific skilled roles.

Sport NZ’s guidance backs this up: simply asking people to volunteer, whether directly, through events, or via community noticeboards, is one of the most effective recruitment methods.

Following up on any expression of interest quickly matters, since the longer you wait, the less likely someone is to follow through. 

Make the work easy to say yes to 

The most successful approach for casual and one-off volunteers is to keep the ask small and clear: a defined time slot (Manawa Karioi runs two-hour working bees), easy access to the site, no long-term commitment required, and all tools and equipment supplied.

A friendly, inclusive, social atmosphere matters just as much as the task itself — food and informal chat before or after a session helps people feel welcome and connected.

Volunteering New Zealand’s guidance echoes this: give people a clear, concise picture of the role, the time commitment, and what’s involved, and ensure the recruitment and onboarding experience feels welcoming and accessible. 

Have an induction and safety process, even for casual volunteers 

The Reefton Trail Collective runs every volunteer — regardless of experience — through a practical induction. This covers who the group is, how it works, relevant health and safety requirements, and equipment sign-off, then pairs new volunteers with an experienced buddy out on the track.

This aligns with WorkSafe's guidance: most trail groups will meet the legal definition of a “PCBU” (person conducting a business or undertaking) once volunteer work becomes regular and integral to the group's activities. Being a PCBU brings duties to manage risks, provide training and supervision, and supply appropriate protective equipment.

Even genuinely casual, one-off volunteers are owed enough instruction and supervision to keep them safe. It’s worth reading WorkSafe’s guidance to work out which category your volunteers fall into, since the specific duties differ. 

Invest in keeping people connected

Both groups use a mix of low-cost touches to retain volunteers: a WhatsApp group for casual updates, an email newsletter, blog posts, and end-of-season social events.

Reefton runs periodic “tool spa days” (cleaning and sharpening gear as a social occasion), giving out coffee vouchers after a working bee, and launching a small sponsorship campaign to cover petrol costs so volunteers are not out of pocket.

Sport NZ’s guidance frames this well: most volunteers want something back from the experience — connection, recognition, or skill development — and if they feel they’re getting that, they’re more likely to return.

Plan early for committee and leadership succession 

Manawa Karioi’s operational volunteer base is healthy, but its committee is ageing, and several members hold specialised knowledge (weed control, chainsaw work, media) that is not yet passed on to anyone else. Their approach — recruiting “apprentices” from among regular operational volunteers and using volunteer centres to find specific skills, such as a Treasurer — is a useful model.

Volunteering New Zealand’s guidance suggests asking early what motivates a volunteer and what they’re looking to get from the role— people who are already comfortable at working bees are often the best pool to approach about a committee role. 

For more information

Volunteering New Zealand — Recruit and engage volunteers 

Sport NZ — Recruiting and managing volunteers, which includes free templates for a volunteer application form, welcome pack, and management plan 

WorkSafe NZ — Volunteers and the law (see also the detailed guide, Keeping volunteers healthy and safe)