Look, organizing volunteers for a video shoot at a large organization is a lot like trying to host a dinner party with 14 guests, 3 gluten allergies, 1 existential crisis, and no idea who actually RSVP’d.
But fear not. We’ve worked with enough Fortune 500s, federal agencies, and brands with so many layers they make onions blush to know: it can be done. And it can be done well.
So, whether you’re planning an internal video, a brand film, or a photoshoot that won’t live in the dreaded “corporate intranet folder of doom,” here are a few tips to help you recruit and manage volunteers like a pro… or at least like someone who knows what they’re doing.
1. Start Early (Wait… no…Earlier Than That)
You think you’ll need volunteers in three weeks? Great. Start yesterday.
Between meetings, PTO, and mysterious Outlook calendar blocks labeled “Focus Time,”… scheduling people in a large org is like assembling IKEA furniture without instructions.
Here are some quick tips:
- Give people advance notice
- Send calendar holds early – even if details aren’t locked.
- Assume 30% of your “confirmed” list will drop out the night before. It’s science. Or karma.
2. Make It Easy to Say “Yes”
Want volunteers? Make volunteering feel less like jury duty and more like being chosen for a secret mission.
How?
- Keep the ask clear and low-pressure.
Think: “Hey! We’re filming a short video on X. Want to be a face of [Your Awesome Company]? It’ll take 30 minutes and you’ll look cool.
- Share what’s in it for them.
Exposure, internal shout-outs, snacks… usually all you need is snacks.
And be sure to let people know they don’t need to be perfect – they just need to be themselves. If it’s office B-roll, there’s (usually) no audio to worry about – so they can talk about the latest Netflix doc series, Sports ball, or those killer nachos at the All Hands lunch last week. Nobody’s filming a piece to submit for Oscar consideration.
3. Choose Wisely (Not Just Willingly)
It’s tempting to grab whoever raises their hand first. But resist this temptation.
You want volunteers who:
- Actually reflect your brand (diverse, authentic, not visibly annoyed).
- Feel comfortable on camera (or at least don’t shrink into a hoodie when approached).
- Bring genuine energy, not “I’m only here for the free donuts” vibes.
Not familiar with people in a specific department? Talk to managers or supervisors. They’ll know who shines under pressure – and who thinks “quiet quitting” means whispering their resignation during lunch. You’re looking for personalities and ability to roll with it… Oh… and repetition – because odds are you’ll hear the phrase “That was great! Can we do that one more time?” about a dozen times during filming.
4. Over-Communicate Like It’s Your Full-Time Job
Spoiler: during production week, it kind of is.
Think about what your Volunteers need to know:
- What they’re doing
- Where they’re doing it
- What they need to wear
- What they need to bring
- When it’s happening
- How long it’ll take
- Whether they’ll be fed. (See again: snacks = motivation)
Send one concise, friendly email. Then remind them the day before. Then gently stalk them the morning of. With love.
5. Make Them Feel Like Rockstars (Because They Kind of Are)
Being in a video isn’t just showing up – it’s stepping out of comfort zones, juggling time, and maybe standing under lights hotter than your average summer sidewalk.
So let your volunteers know how much you appreciate them:
- Thank them. A lot.
- Let them see the finished product (or some cool shots during filming)
- Shout them out in your company Slack, Teams, email, newsletter, rooftop pigeon service – whatever works.
Happy volunteers = future volunteers.
Bonus Tip: Partner With a Crew That Knows How to Handle Humans
(cough cough… we might know one)
Over the years, we’ve filmed everyone from C-suite execs to shy interns to actual rocket scientists – and we’ve got the patience, planning, and canned jokes to keep people calm, confident, and camera-ready.
So yeah, organizing volunteers at a big organization can feel chaotic. But with the right prep (and the right crew), it turns into something beautiful. Something meaningful. Something that doesn’t look like a hostage situation with a branded step-and-repeat.
So… What Was All That Again?
Start early. Choose wisely. Communicate like your WiFi depends on it. Reward with snacks. And make it fun.
Volunteers don’t just help you tell a story – they are the story. So treat them like the legends they are. (And maybe throw in a donut. Seriously. We weren’t kidding about that part.)
Need help making your shoot smooth, seamless, and actually kind of fun?
Let’s make shift happen.