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Safety Training for Volunteers

Volunteers bring energy and goodwill, but most do not know your farm. A short orientation and clear limits protect them, your regular workers and your community's trust.

Why do volunteers need their own plan?

Volunteers may come for a few hours, once or occasionally. They rarely know your hazards and may feel uncomfortable asking questions. Some are children, older adults or people with health needs. Some arrive in groups, with one leader who does not know the farm.

Because you cannot count on them to return, the training must be quick, clear and complete enough for the work they will do that day.

Think of the volunteer day the way you would a visitor day with work added.

What should you decide ahead of time?

Choose tasks that match the training you can give in the time available. Keep volunteers away from machinery, chemicals, working at heights, large animals and storage structures such as grain bins. Prepare the work area and fix hazards before anyone arrives.

Ask your insurance carrier about coverage for volunteers, and check your state's rules about volunteers and liability. These vary, so do not guess. Consult your carrier and an adviser or your state agency.

Prepare a short written sheet with the day's schedule, the rules and the emergency information, so that people who missed part of the briefing can still find it.

• Which tasks are suitable and which are off limits.
• How many volunteers you can supervise at once.
• Who leads, and who is responsible for each group.
• Minimum ages and whether adults must accompany children.
• Restroom, water, shade, parking and first aid arrangements.

What should the briefing cover?

Gather everyone at the start. Welcome them, explain the work, show the areas they may enter and those that are off limits, and describe the safe way to do each task. Demonstrate it. Explain how to ask for help or stop work.

Cover basic comfort and health: water, rest, sun or cold, footwear and clothing suitable for the task. For weather information, use official sources such as the National Weather Service.

Tell everyone how to report an injury or hazard and that in an emergency they should call 911. Make sure someone on site knows the farm's location description to give to the dispatcher.

How do you supervise?

Keep the ratio of supervisors to volunteers low enough that you can see what people are doing. Walk around and check on people. Pair newcomers with experienced helpers. Make it clear that no one needs to do a task they are unsure about.

Be especially careful with children and groups of young people. Keep them with an adult who knows the plan and stays with them.

Check the weather in advance using official sources such as the National Weather Service, and be ready to change or cancel the day if conditions turn unsafe.

What about language and accessibility?

Offer the briefing in the languages your volunteers use, with a fluent interpreter if possible. Use pictures and demonstrations. Think about access for people with mobility, vision or hearing differences, and be honest about what the site can offer.

Provide tasks that suit many abilities so that everyone can take part safely.

Ask group leaders to attend a short planning conversation before the day, so that they know the plan and can help keep their members safe.

What records should you keep?

Keep a simple sign-in sheet with the date, names, contact information for emergencies and the tasks done. Store it carefully and use it only for safety and the event. Do not collect more personal information than you need, and never share it without permission.

If anyone is hurt, record what happened and follow up with them.

Avoid pressuring volunteers to work faster or longer than they are comfortable doing. A pleasant, safe experience leads to returning helpers.

How do you end the day well?

Thank people, check that everyone is accounted for and that tools and equipment are put away. Ask for feedback on what worked and what did not. Make notes for the next time.

A safe, well-organized volunteer day builds goodwill and makes people more likely to return.

Before the day ends, check that every person who arrived has left safely, and that anyone who felt unwell or had a close call has been asked about it. Follow up by phone if needed.

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.