How to Create a Volunteer Appreciation Calendar

Every week, volunteers give their time, energy, and heart to our ministries. Many are balancing work, family lives, extracurriculars, and more. And we should be so thankful that in the middle of their already busy lives, that they would answer the call to serve in this way!

At the same time, we know you are very much balancing similar things. So, we are here to help you set yourself up for success when it comes to seeing, knowing, and loving your volunteers well. They are key to a successful ministry, and having a culture of appreciation is key to retaining those who serve.

Because what’s even better than new volunteers? Volunteers who are dedicated, steadfast, and who support your ministry for the long run. And how do we help make sure our volunteers want to stay? By loving them well and helping them see the good they are part of.

Volunteers are seen.

Planning Volunteer Appreciation

First, it’s important to make a plan. Not every week (or month even) has to have a big celebration, but you do need to create consistent rhythms. Set your goals. What do you want volunteers to know, to feel? We suggest that planning out volunteer appreciation will help you create a stable, healthy culture with rhythms of appreciation. Setting up these rhythms help ensure that:

Volunteers are seen
Volunteers feel known
Volunteers are loved
Volunteers feel valued
Volunteers see into their impact

Weekly Plans

Decide what you want to do each week. These can be small thank-yous and reminders.

For example, you can celebrate birthdays, anniversaries, and milestones within your team huddles. Call out and celebrate each person! In your huddle, you can also share wins from the previous week. Let volunteers see the results of the time and energy they’re investing, even if it’s just a glimpse of the eternal impact. Give special shoutouts and celebrate the awesome things volunteers have done.

In addition to this, you can create something called “Prayers for When” cards. These are standard cards that you can create with prayers for different things that may be going on in volunteers’ lives. Here are some ideas:

Prayers for when you’re celebrating
Prayers for when you’re feeling discouraged
Prayers for when your health is suffering
Prayers for when you’re making big decisions
Prayers for when you don’t understand

You can create these (and others!) and have them ready to go when volunteers face different seasons in their lives. Pre-planning these will help you have them ready to go in times of celebration and need.

Volunteers are loved.

Monthly Plans

Next, you’ll want to plan out a calendar with ideas for how to celebrate each month. Showing appreciation doesn’t have to be a big production. However, it should come from the heart! No matter how big or small, it is important to say thank you to those who are walking with us in ministry. Here are some ideas you could try for each month!

January – June

January
- New Year Gathering
  Start the New Year off right and host a gathering of your volunteers. Whether at your house or the church, celebrate together and share a meal.
February
- Thank-You Valentines
  Give out sweet valentines to those in your ministry.
March
- Shoutouts from Parents
  Ask parents to join the fun and either send a thank you or share a story about a volunteer. Or have them relate moments their kids have shared about class or what they’ve learned and how they’ve been impacted.
- Quarterly Coffee
  Ask a smaller group of volunteers out for coffee, give out some gift cards, or bring coffee and donuts to the church for your team!
April
- Easter Notes with Gratitude
  Write notes sharing your thankfulness for each volunteer in light of God’s work on the cross.
May
- Kid-Led Thank You Cards and Notes
  Have the children join the fun and share notes or drawings with the volunteers impacting their lives!
- Mother’s Day Appreciation for Moms
  Show the love to the mamas in your ministry.
June
- Father’s Day Appreciation for Dads
  Show the love to the dads in your ministry.
- Quarterly Coffee
  Ask a smaller group of volunteers out for coffee, give out some gift cards, or bring coffee and donuts to the church for your team!

Volunteers see into their impact.

July – December

July
- Summer Sillies Awards
  Give out fun awards to your volunteers! Share laughs together.
- VBS Thank You’s and Recognition
  Be sure to say thanks after VBS.
August
- Yearly Kick-Off
  Host a yearly kick-off that aligns with school as you celebrate move-up Sunday, and make sure your volunteers are equipped with the training they need. Make this a fun, yearly event that has training, encouragement, and gets everyone energized for the year ahead.
September
- Quarterly Coffee
  Ask a smaller group of volunteers out for coffee, give out some gift cards, or bring coffee and donuts to the church for your team!
October
- Team-to Team “I See You’s”
  Have teammates write notes, texts, emails, or calls to team members letting them know how much they care. You can hand out names or let it flow naturally. But make sure everyone receives a special note.
November
- Thanks-based Notes
  Give all the gratitude for your team with thanksgiving notes that align with the season.
- Honor Veterans in Your Ministry
  Have volunteers and kids help you honor those in your ministry who have served our country. Show them how much their sacrifices mean to you.
December
- Christmas Gifts
  Give out gifts as you are able! Whether a note or gift they can open, make sure volunteers are loved during the Christmas season.
- Quarterly Coffee
  Ask a smaller group of volunteers out for coffee, give out some gift cards, or bring coffee and donuts to the church for your team!

Volunteer Thank You Cards

Volunteers bring energy and heart to your ministry. They give of themselves freely and intentionally—so it’s important to say THANK YOU as often as you can. Download these 5 cards and give all the warm fuzzies away!

Download your thank you cards