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every individual event has different staffing
requirements regarding numbers and qualifications.
For the majority of events, volunteers are a very
important part of the workforce; Goldblatt (2011)
even calls them the lifeblood of many events without
which these events could not be delivered.
Volunteers commit their time, skills, and effort to
the benefit of an event without financial
compensation. In order to effectively recruit, reward,
and retain volunteers, it is thus crucial to know why
they are volunteering and what they expect from it
(Shone and Parry, 2004).
At its most basic level, volunteer management
can be described as the selection, supervision and
engagement of volunteers. However, it is much more
than that as volunteer management opens an
organization to the community and allows citizens to
get involved. Managers of volunteers ensure the
well-being and happiness of an organization’s
volunteers. They keep volunteer programs effective
and engaging (“Volunteer Management | Volunteer
Canada” n.d.)
This project concerns the volunteer management
of the infrastructure production in GIIAS Surabaya
Auto Show 2017. Human resource management is a
vital part of functional event productions. In this
study, the focus is set on the planning and
management of human resources, especially from
the aspects of the infrastructure production team and
volunteers. The aim of this project is to concentrate
on the problems and challenges faced by the
volunteers, identify development needs and provide
improvements that can be applied in future
production of GIIAS Surabaya Auto Show.
The author worked in the GIIAS Surabaya Auto
Show 2015 production team as a program
coordinator. The responsibilities of the work
consisted of supervising volunteers and planning the
job directly in order to keep to the predefined
production schedule.
The first automotive exhibition hosted by
GAIKINDO, Pameran Mobil GAIKINDO, was
established in 1986 and marks the beginning of
Indonesia’s largest automotive exhibition. In 2006,
the exhibition reached a new platform by becoming
an international-scale exhibition endorsed by OICA
(Organisation Internationale des Constructeurs
d’Automobiles) and changed its name to Indonesia
International Motor Show (IIMS). With more than
30 years of fantastic journey, in order to drive the
exhibition towards a brighter future, GAIKINDO
launched the show with a new brand: GAIKINDO
Indonesia International AUTO SHOW (GIIAS) in
2015.
As a part of the GIIAS series, GIIAS Makassar
Auto Show (South Sulawesi) and GIIAS Surabaya
Auto Show (East Java) held in 2015 recorded more
than 500,000 visitors. Both exhibitions contributed
up to IDR 6.3 trillion to the Indonesian automotive
industry. Those GIIAS series are still running
annually in each city.
2 METHODOLOGY
Both quantitative and qualitative research methods
are important in the fields of organization studies
and human resource management (Creswell 2009).
The two research directions differ from each other in
their basic epistemological assumptions.
Quantitative research assumes regularities in social
contexts that can be analysed objectively and
explained theoretically by data. In contrast,
qualitative research assumes that there are no
general regularities in social contexts. Such research
is therefore oriented more strongly to individual
cases and cannot claim to depict the research object
completely and in all its facets (Creswell, 2009).
However, the different individual interpretations
enable the researcher to gain a deeper understanding
of, and some initial information about, the research
object (Bluhm et al., 2011).
The author firstly conducted a literature review
of the current state of research. Secondly, several
volunteers who had worked at the event production
were interviewed. Those volunteers were stationed
at different parts of the event, namely: ticketing,
indoor and outdoor area, stage, multimedia, and test-
drive area. Beside volunteers, an interview was
conducted with one permanent employee, Human
Resource Development staff, of the event
organization who had organized GIIAS Surabaya
Auto Show 2017.
This research uses the concept of seven stages of
volunteer management to study the process of
volunteer planning and management in the event of
GIIAS Surabaya Auto Show 2017.
3 STATEMENT OF RESEARCH
PROBLEM
In order to achieve a successful event, human
resource planning and management are set on high
priority. Events have a timeline extending from
planning to conducting the actual event and post-
event period. As an event date approaches, the need
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