Since becoming a volunteer strategy consultant in Halifax, I’ve heard many nonprofits and community groups express the same recruitment frustrations and ask similar questions:  how do we reach the people who are both interested in our organization and are ready to give their time?  

The power of an offhand remark 

This question was on my mind in February 2025 while in a meeting with a Halifax Public Library programmer, Shelby Kennedy. As we were brainstorming ways to collaborate, I mentioned, “Well, I could help with your volunteer fair!” Turns out, there was no official volunteer fair at the Halifax Public Library (HPL), nor had there been for some time. We decided at that moment that we would plan one and selected a date about 9 weeks out. As it was a free community event, I was be able to access the space at Halifax Central Library for free. Once HPL approved it the following week, I started with organizational outreach.  

If you build it, will they come?  

With 8 weeks to go, I immediately began outreach to nonprofits. At the time, I was part of the working group for the Volunteer Management Professionals of Nova Scotia (VMPNS), which sits under the umbrella of the Impact Organizations of Nova Scotia (IONS), so I was able to connect with members from those networks to ensure that we would have organizations looking for volunteers at the fair. The more people I spoke to, the more I could sense that people were excited to be a part of an in-person volunteer fair that did not target only students. Many groups were looking for people who were connected to their community and making long-term impact. All agreed that the Halifax Central Library was an ideal location; it is an established community hub, so we could expect high numbers of people dropping in. It is also easily accessible by public transport and is a well-known landmark in downtown Halifax.  

Getting nonprofits to sign on for a first-time event was easier than expected. But would people show up? HPL was the ideal promotional partner. They created promotional materials and shared them on their social media channels, as did all of the participating organizations. I used my business Instagram and did paid promotion on the post, to improve the reach.  

With 8 weeks to organize, promote, and put it in place, and by leveraging professional, organizational, and promotional partners, I’m happy to say that over 115 people showed up to the first Halifax Volunteer Fair!  

At the end of the event, everyone was asking, when is the next one? 

What helped make the first event a success?  

  •  Reaching out to organizations via VMPNS: 
  • Working with a known, established, and trusted network gave the event an “official” feeling for nonprofits who were signing up. 
  • Central location in downtown Halifax: 
  • Using a well-loved community hub that is accessible and had good drop-in traffic was key. 
  • Promotion to the public: 
  • Promotional materials were created by Halifax Public Library and shared across their channels. With a reach of over 18,000 newsletter subscribers, and almost 20,000 Instagram followers, plus up to 6,000 daily in-person visitors at the Halifax Central Library, they gave the event a big boost in reaching the community. 
  • Paid promotion on Instagram to increase reach beyond the existing networks.  
  • Created a welcoming environment:  
  • Coffee was donated by Starbucks and we purchased treats for the event. 
  • An information table was prominently placed to greet and welcome guests. 
  • We created a volunteer bingo game with a draw to encourage participation. 
  • Good will from existing contacts, friends and professional network: 
  • These key partners volunteered at the event and helped to promote it to their social media networks, including on LinkedIn. 

From a one-time event to an established event with impact  

All participants were keen for another event, so I sent a feedback survey to determine the best frequency – annually or bi-annually? Most were keen on a minimum twice a year event.  

Actioning the participant feedback was essential to ensuring the second event would be successful. This included: 

  • Longer promotional period  
  • Outreach to additional  organizations  
  • Outreach to community groups so that they could attend as a group  

What I asked of organizations:  

  • Assist with promotional efforts by leveraging their own networks 
  • Could step forward to provide the refreshments 
  • Help to source larger ticket items for the volunteer bingo  

I also explicitly asked the VMPNS working group for more support, as this was a project I was taking on as a volunteer! I am grateful to my colleagues who were able to provide support in the lead up and who were present on the day of the event.  

The second Halifax Volunteer Fair took place in November 2025, and over 200 aspiring volunteers showed up!  

Why did this old school format work so well for potential volunteers?  

Just about every nonprofit organization has a website with a volunteer application form. But consider it from a volunteer’s perspective – even the best websites and online forms might not help you understand if your skills or availability match the organisation’s needs at that time. This can lead to disappointment and disengagement – on both sides!   

An in-person event can solve these issues. 

  • It connects prospective volunteers to multiple organizations in a short amount of time so they can determine where their skills and time could have the most impact. This saves time for the volunteer and the organization processing applications. 
  • It allows potential volunteers to learn about new groups, organizations or causes that they might not have previously heard about  
  • Including a fun activity can help increase engagement even more. We did a “Volunteer Bingo” with questions about the different organizations at the event, with fun prizes to be won. 
  • It can help you reach beyond your usual network and into your community!  

 

The beauty of these events is that a five-minute conversation can both introduce your organization to potential volunteers while also making a warm, personal connection – something that a website cannot do.    

Repetition creates expectations 

The third Halifax Volunteer Fair took place in May 2026.  Building on the first two, this one had the largest organizational presence, with over 30 nonprofits present, and over 315 interested volunteers accessing the event throughout the day!  

I am very proud of the success of these events, and the volunteer and professional connections they have fostered. The consistency of this event has established community expectations for a bi-annual event that will continue well into the future, even if I am not always able to be at the helm. 

Want to start a volunteer fair in your community?   

For anyone considering an event like this, here’s my recommended planning list. 

Determine your why:  

  • Who is this volunteer fair for? Who will it serve? Why is it needed in my community?  

Figure out the logistics:   

  • Which space in your community is appropriate and welcoming for a volunteer fair? 
  • Is it in a central location? Is it accessible? Is it accessible by public transit, by bike, and does it have parking? 
  • Which dates and time of day are organizations able to come to the fair? What dates and times are accessible for potential volunteers? Do these dates and times match up? 
  • Do you have a budget, a partner, or a sponsor? 

Get your buy-in:  

  • Can you align the event with established organizations or businesses? 
  • Ensure you connect with organizations seeking volunteers two to three months before the event! 
  • Get supporters/partners to share event details widely – on social media platforms (newsletters, Instagram, LinkedIn) and within their other communication channels. 
  • Consider direct outreach to potential groups volunteers: high schools, community groups, professional organizations, immigrant groups. 
  • Determine if partners can help to create promotional materials and share event details on established platforms. 
  • Remember, building on established trust is the biggest key to participant buy-in and participation. 
  • You’ll need at least a 6-8 week promotional period. 

Running the event 

Create a run sheet where you clearly state event timing, roles, responsibilities  

  • You don’t need to do it alone!  

It’s a volunteer fair and people will want to help! 

  • Find unique ways to get sponsorship 
  • People love snacks and caffeine and having food available can increase overall event satisfaction. 

If you plan an in-person volunteer fair, please remember to have fun – and reach out if you want support with your planning!  

Don’t miss the next Halifax Volunteer Fair! It’s happening on Tuesday, November 3rd, 1-6pm.

Bio: Alexandra Cherry lives in Halifax, Nova Scotia. She was born in British-Colombia, grew up in Ontario, and has family roots in Quebec. She’s proudly bilingual, and loves living by the ocean.  

Alexandra specializes in helping non-profits grow their volunteer programs and ensuring that they are sustainable, supportive and thoughtful. She believes in the power of volunteering and events in bringing people together and building community, which lead to her starting the Halifax Volunteer Fair with Volunteer Management Professionals of Nova Scotia, IONS and Halifax Public Libraries in 2025. She founded Bienvenu Consulting in 2024, which is named after her mother’s family name. You can reach her at bienvenu.consulting@gmail.com