How to Recruit and Retain Volunteers for Trail Work Parties
It’s 8:42 a.m. and a dozen volunteers are gathered around a pile of tools, half-listening to the safety talk, half-sipping coffee from a local sponsor. It’s a familiar scene for grassroots trail organizations. Small but mighty groups fueled not by big budgets, but by willing hands and repeat enthusiasm.
But here’s the reality: without consistent volunteer support, even the most passionate trail orgs will struggle to maintain momentum. Recruiting volunteers is hard. Retaining them is harder. And when that one ultra-reliable digger stops showing up, it can feel like starting over.
So, how do you build something sustainable? How do you grow your crew list, avoid burnout, and keep volunteers coming back, season after season?
Let’s dig in.
Recruitment Starts with Clarity
Before anyone grabs a rogue hoe, they need to know what they’re signing up for. That means clear, consistent messaging.
Are you looking for general volunteers? You know, people who can dig, rake, brush, or move dirt? Or do you need certified sawyers, machine operators, or someone to lead a crew? Even if you’re focused on general help, naming both categories helps volunteers imagine their future with you.
Low-barrier messaging is key:
“No experience needed”
“Tools provided”
“Work at your own pace”
“Stay as long as you like”
Trail work can feel intimidating. Your job is to make it feel welcoming, doable, and fun.
Make It Easy to Show Up
Trail orgs don’t need fancy software to be organized. Free tools work great:
Google Forms for sign-ups
Google Sheets to track hours
Shared Google Calendar for event scheduling
GroupMe or WhatsApp for quick updates
Add QR codes to trailhead signs. Post a calendar. Pin your dig days to the top of your Facebook page. Remove friction wherever you can.
And if your events are family-friendly or beginner-friendly, say so up front.
Seasonality Matters
In the Pacific Northwest, we live by two seasons: dig season and ride season. But every region’s rhythm is different. Snowbound in winter? Try social events, skill clinics, or trail planning nights. Monsoons in summer? Pivot to early morning maintenance or tool repair parties.
Know your climate and work with it ... not against it.
The Power of Incentives
People don’t show up just for a t-shirt. But a little appreciation goes a long way.
Work with local sponsors to provide:
Free coffee and snacks
Swag giveaways
Discount codes or raffle prizes
Post-dig beer or lunch
Beyond that, make it social. Take photos (with permission), tag volunteers, spotlight crews, and celebrate milestones.
And don’t underestimate how powerful it is to simply say: “Thanks for being here. We couldn’t do this without you.”
Retention Starts with Belonging
The best way to keep people coming back? Make them feel like they matter.
Give returning volunteers small responsibilities: tool wrangler, trailhead greeter, snack lead, social media helper. Offer low-pressure ways to level up. And if someone shows promise, invite them to shadow a crew lead or learn a new skill.
Progression keeps people engaged. And when volunteers grow with you, they stay with you.
Track the Impact
You don’t need a full CRM system to measure success. Start simple.
How many people showed up today?
How many were first-timers?
How many hours were logged?
Use that data in grant applications, social posts, and annual reports. Share things like: “This season, our volunteers donated over 500 hours of labor—that’s worth more than $12,500 in trail work.”
When people see the impact of their time, they’re more likely to invest again.
Closing
Trail organizations don’t thrive because they have the most money or the biggest megaphone. They thrive because they build relationships.
Recruiting and retaining volunteers isn’t about flashy campaigns. Instead, it’s about consistency, clarity, and community. If you can offer those three things, you’ll never have to start from scratch again.
Want more insights like this? Subscribe to Trail Builder Magazine to stay informed, inspired, and connected to the trail building world. Print and digital subscriptions available at https://www.trailbuildermag.com/subscriptions.
Sean Benesh
Sean is the Founder and Editor-in-Chief of Trail Builder Mag. He is also the Communications Director for the Northwest Trail Alliance in Portland, Oregon. Sean also spends time in the classroom as a digital media instructor at Warner Pacific University.
Email: sean@trailbuildermag.com
Instagram: @seanbenesh
