Volunteer Code: When things don’t go as planned — how backup solutions save volunteer initiatives

When things go off track: how backup plans save volunteer initiatives?

Even the best-planned volunteer initiative can face unexpected challenges: a sudden change of location, cancelled evacuations, website issues, or disruptions in transport and communication. In these moments, enthusiasm takes a back seat — preparation becomes key.

In the latest post from our Volunteer Code series, we’re sharing practical tips on what to do when things don’t go as planned: how to build backup scenarios, what to include in a crisis plan, and how to maintain trust and stay in control when the unexpected happens.

Even the best plan can fall through.

Volunteering in times of war is always a risk. The most typical force majeure situations include:

Cancellation of an event due to a security situation.

Logistics or delivery disruption.

Technical communication issues.

Last-minute refusal of a partner or volunteer.

Illness or burnout of a key team member.

Без резервного плану одна подія може зупинити все.

Why is it important to have a plan B?

Backup plans are about responsibility toward the team and those receiving help. They help to:

What to include in a backup plan?

Alternative delivery or evacuation routes

Backup locations for events or aid collection points

Additional phone lines / groups / chats

A list of contacts who can substitute key roles

Function duplication, because one person should not handle a critical part alone

Templates for emergency communication, so you don’t have to improvise on the spot

When a disruption has already occurred

First, stabilize within the team

Why this is important: in moments of disruption, the team’s emotional reactions (panic, frustration, blaming) can only worsen the situation.

Be honest and timely when informing beneficiaries/partners.

Use crisis message templates (which can be prepared in advance). Communicate briefly and without unnecessary drama: “Due to circumstances beyond our control (transport cancellation, change in security situation), we are forced to postpone/cancel/change…”. Be sure to include: what will happen next, when and where updates will be provided, and who can be contacted.

Document all actions and conclusions during the crisis

Create a brief “lessons learned from the crisis” file and record: What went wrong? Why (the real reason)? What decision was made? What would you do differently next time?

Analyzing the situation is part of resilience

Case review — discuss with the team what exactly didn’t work.
Documenting conclusions — add new items to the contingency plan.
Process update — change what was vulnerable.
Collecting feedback from partners/audience — how they perceived the situation, what made them feel uncomfortable.
Communicating lessons learned — share your conclusions with other organizations, it strengthens the sector.

All recommendations within the “Volunteer Code” series are based on the practical experience of BGV Charity Fund and its partner initiatives. We believe that a well-thought-out action strategy helps maintain effectiveness even in times of crisis — for the benefit of those in need.