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Event Registration That Actually Works: Lessons from Large-Scale Conferences

· 7 min read
Giang (Jen) Tran
Operations & Account Manager

There's a particular kind of chaos that happens when 500 volunteers show up for an event and the registration process can't keep up. I've seen the line snake out the door, watched frustrated volunteers abandon check-in, and felt the panic of coordinators realizing their careful planning is unraveling in real time. After years of supporting events ranging from 50-person community gatherings to conferences with 10,000+ volunteers, I've learned what separates smooth registrations from disaster zones.

TL;DR
  • Start recruitment 4-6 months before large events—early lead time builds awareness, allows proper training, and reveals gaps while fixable
  • Streamline registration: ask only essential questions, ensure mobile works, and provide instant confirmation with clear next steps
  • Role clarity prevents chaos: detailed descriptions (where, when, what, who supervises) beat vague "help with logistics" assignments
  • Digital check-in eliminates bottlenecks—paper sign-ins process 2/minute; mobile check-in takes seconds with no lines
  • Post-event matters: send thank-yous within 48 hours, collect feedback, and document volunteer hours automatically

The Burnout Crisis: Protecting Your Volunteer Coordinators (and Yourself)

· 7 min read
Giang (Jen) Tran
Operations & Account Manager

I need to talk about something that doesn't get discussed enough in our field: burnout. Not volunteer burnout—though that's real too—but the burnout epidemic affecting the very people who manage volunteer programs. If you're reading this while eating lunch at your desk, answering emails at 9 PM, or wondering when you last took a real vacation, this one's for you.

TL;DR
  • 95% of nonprofit leaders cite burnout as a concern; 75% say it impacts their mission achievement
  • Volunteer coordinators are especially vulnerable: emotional labor, manual administrative burden, and the "do more with less" trap
  • Technology reduces burnout by automating tedious tasks (hour tracking, reminders, reporting) and enabling delegation
  • Structural solutions matter: appropriate staffing, clear boundaries, measuring coordinator wellbeing, and investing in professional development
  • Your wellbeing matters—not just instrumentally, but intrinsically. A burned-out coordinator helps no one

Gen Z Volunteers: Understanding What Drives the Next Generation

· 7 min read
Giang (Jen) Tran
Operations & Account Manager

Last month, I sat down with a volunteer coordinator who was frustrated. "I can't figure out these younger volunteers," she told me. "They seem interested, they sign up, but then getting them to actually show up consistently feels impossible." It's a conversation I've had dozens of times—and I think we've been approaching it all wrong.

TL;DR
  • Gen Z volunteers more than other generations (63%), but they engage differently—we need to adapt our approach
  • The 3 C's motivate Gen Z: Community impact (93%), Connections to combat loneliness (88%), and Career skill-building (51%)
  • Flexibility is essential: 46% cite it as crucial—offer varied shift lengths, last-minute opportunities, and remote options
  • Mobile-first technology is table stakes: Paper sign-ups and desktop-only forms push Gen Z toward other opportunities
  • 76% want to help but 32% don't know where to start—make your volunteer path crystal clear

The 2025 State of Volunteer Management: What I'm Seeing in the Field

· 5 min read
Giang (Jen) Tran
Operations & Account Manager

As we wrap up 2025, I've been reflecting on the conversations I've had with volunteer coordinators across the country. Whether I'm onboarding a new organization onto myTRS or catching up with longtime clients, one theme keeps emerging: the way we manage volunteers is fundamentally changing—and those who adapt are thriving.

TL;DR
  • Intelligent automation is reducing volunteer placement time by hours weekly—smart matching is now the baseline expectation
  • Mobile-first is mandatory: 39% of nonprofits use mobile for volunteer management; those who don't are losing volunteers
  • System integration between volunteer and donor platforms unlocks powerful engagement insights
  • Gamification works when done thoughtfully—focus on recognition and belonging, not competition
  • Action for 2026: Audit your mobile experience, identify one integration opportunity, and ask volunteers where the friction points are

Revolutionizing Volunteer Registration Management

· 4 min read
Giang (Jen) Tran
Operations & Account Manager

The volunteer landscape continues to evolve rapidly in 2025, with registration management taking center stage as organizations compete for committed helpers in an increasingly digital world. With new technologies and shifting volunteer expectations, staying ahead of these trends isn't just nice-to-have, it's essential for organizational success.