We find the volunteers. We prepare them. We’re there on the day.

DH MEC LLC provides full-service volunteer coordination for events, festivals, galas, and multi-month campaigns. That means recruitment, screening, background-check coordination, onboarding, orientation, training, scheduling, duty assignment, communications, supervision, and a written report after every event. You are not expected to supply a volunteer list. Pricing starts at $250 per block of up to 25 volunteers, per event, and no consultation is required to book it.

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What volunteer coordination includes

Most organizations describe their volunteer problem as an event-day problem. It seldom is. The day is the visible part; the month before it is where the work actually lives — sourcing people, chasing forms, running background checks, answering the same eleven questions, building a schedule, and rebuilding it twice when three people drop out. We take that month.

Recruitment and onboarding: Volunteer procurement and sourcing · application intake and screening · background-check coordination · onboarding and orientation · role-specific training

Coordination and scheduling: Shift scheduling and staffing plan · assignment of duties by role · all volunteer communications · remote supervision and reminders · on-site event-day supervision (Full Service)

Reporting and records: Attendance record and no-show log · volunteer feedback summary · written event summary · updated volunteer contact list · recommendations for the next event

You own the volunteer base. Every volunteer we recruit is delivered to you. After each event you receive an updated contact list that remains your property — so after a year you have a trained, screened, returning volunteer corps rather than four unrelated rosters.

Two packages

Both are priced per event, in blocks of up to 25 volunteers. The only difference is whether we’re on site with you on the day.

Partial Service — $250 per 25 volunteers, per event

Coordination and preparation

For teams with staff on site who need the volunteers found, prepared, and scheduled.

• Volunteer procurement and sourcing
• Application intake and screening
• Background-check coordination
• Onboarding, orientation, and role-specific training
• Shift scheduling and assignment of duties
• All volunteer communications and reminders
• Remote supervision through event day
• Post-event report and updated contact list
• On-site supervision not included

Full Service — $650 per 25 volunteers, per event

Coordination and on-site supervision · Recommended

For events where nobody internal is free to run volunteers on the day — which is most of them.

• Everything in Partial Service, plus:
• On-site volunteer check-in and credentialing
• Duty assignment and floor supervision
• Break rotation and coverage management
• Real-time issue resolution and no-show backfill
• Single point of contact for vendors and staff
• Attendance captured on site, not reconstructed after
• Up to 12 hours of on-site coverage

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How volume pricing works

Pricing is per block of up to 25 volunteers — not per volunteer. A partial block is billed as a full block, and there’s no penalty if a block comes in under 25.

Volunteers needed	Blocks	Partial Service	Full Service
1–25	1	$250	$650
26–50	2	$500	$1,050
51–75	3	$750	$1,450
76–100	4	$1,000	$1,850

Full Service figures assume one on-site coordinator. Events staffed by more than 25 volunteers across multiple stations should add a second coordinator at $400.

Add-ons

Add-on	Pricing
Volunteer program systems build — screening workflow, onboarding and orientation materials, training packet, role descriptions, and volunteer database. Built once, reused for every event that follows.	$850 one-time
Second on-site coordinator — recommended above 25 volunteers or across multiple stations.	$400 per event
Additional on-site hours — beyond 12 hours, agreed in advance.	$45 per hour
Multi-month campaign coordination — for outreach and engagement campaigns rather than single events.	$250 per month

Background-check fees are passed through at cost. No travel charge applies anywhere in North or South Carolina;outside those states, travel is itemized and approved in writing before booking.

How it works

01 · Scope the event. We agree the volunteer count, the roles, and your screening and training standards.

02 · Build and recruit. Systems build if this is a first engagement, then recruitment, screening, and onboarding.

03 · Prepare. Training, scheduling, duty assignment, and volunteer communications.

04 · Event day. Remote supervision, or on-site coordination with Full Service.

05 · Report. Attendance, feedback, a written summary, and your updated contact list.

How far in advance to book

Engagement type	Recommended lead time
First engagement, with systems build	90 days
Single event, 25 volunteers	60 days
Large event, 50+ volunteers	75–90 days
Multi-month campaign	45 days before launch

Shorter timelines are sometimes workable — ask. Recruitment quality is the first thing a compressed schedule costs you.

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Who this is for

We coordinate volunteers for nonprofits, arts and cultural institutions, festivals, foundations, tourism and destination organizations, and community-serving organizations across the Carolinas. Typical clients have operating budgets of $250,000 and up and a calendar of two to six volunteer-dependent events a year.

Volunteer coordination is an à la carte service. No consultation, package, or retainer is required to book it — though clients on a Monthly Capability Retainer receive priority scheduling, and organizations that also need event production, marketing, sponsorship, or creative work usually find a retainer the better structure.

Questions we get

Do you recruit the volunteers, or only coordinate ones we already have? We recruit. Volunteer procurement is the first step of our process — you are not expected to supply a list. If you already have people identified, we fold them into the same screening, onboarding, and scheduling process at no additional cost.

How does pricing work past the first 25 volunteers? Per block of up to 25, not per volunteer. 1–25 is one block, 26–50 is two, 51–75 is three. A partial block bills as a full block.

Is on-site event-day supervision included? It’s the difference between the two packages. Partial Service is remote supervision only. Full Service includes up to 12 hours of on-site coverage; additional hours are $45 each, agreed in advance.

Do you handle background checks? We coordinate them — the workflow, the submissions, and the tracking. The check fees themselves are passed through at cost.

Are travel or other expenses charged separately? No travel charge applies anywhere in North or South Carolina. Outside those states, travel is itemized and approved in writing before booking.

What do we receive after the event? An attendance record and no-show log, a volunteer feedback summary, a written event summary, an updated volunteer contact list that remains your property, and recommendations for the next event.

What is the systems build, and do we need it? It’s a one-time $850 engagement that creates your screening workflow, background-check process, onboarding and orientation materials, training packet, role descriptions, and volunteer database. You need it once. It’s what keeps the per-event rate at $250 per block, and it isn’t repeated in future years.

How far in advance should we book? Sixty days for a standard event, ninety for a first engagement or a large one, forty-five before a campaign launches.