Scheduling event staff and volunteers can seem overwhelming. So many people! So many tasks! Such varying availability! We feel ya! Take a deep breath. This is doable when you take it step by step. To make this process as painless as possible, we decided to map the process out in 6 easy steps.
1. Map Out the Tasks and Stations by Time & Location
Identify the hours required for each station as well as the location of each station. Don't forget about set-up and take-down!
2. Determine Your Staffing Requirements
What is the minimum number of staff members and volunteers required to perform each activity or cover each station? (Also identify the maximum number of volunteers a station can handle, in case you're dealing with small spaces or a limited amount of equipment.)
3. Identify Roles and Responsibilities for Each Station
Write clever, specific descriptions for each role, and identify any key qualifications for the person who fills it, so you know who you need to find.
4. Determine Shift Lengths
How long will you require your volunteers to work? Keep in mind the type of the event and the nature of the task as well as the volunteer's own limitations. A perk for volunteering at certain events might be getting in free, so you want to ensure the person has time to enjoy the event after the shift. In other cases, a volunteering task might be strenuous, or the weather might be challenging, so keeping the shifts shorter could help attract volunteers and keep them happy as they work.
5. Allow Staff and Volunteers to Select Their Own Shifts
This is a time-saver for you: instead of gathering everyone's schedule and trying to coordinate them all, let the volunteers self-regulate by signing up for the time slots that work for them. They might also be allowed to choose a role that suits them (within their qualifications and any prior volunteer screening you completed).
6. Keep Shifts and Other Details Visible Online and Via A Mobile App at All Times
It's essential to keep your staff and volunteers up-to-speed with what's happening leading up to the event and on-site. Having your event information accessible will make it easier on you as well because you won't have a dozen people texting you the night before asking for a reminder about what shift they signed up for or what they're supposed to wear. To streamline your communication and avoid redundant messaging, use a staff and volunteer management tool that will update staff when schedule changes happen and allow you to broadcast important updates on-site. This powerful, yet easy-to-use organizational tool will keep your staff and volunteers connected, happy and helps your event run smoothly.
To learn more about InitLive and how it will streamline your event staff scheduling process, visit our features page!
Wondering how to use all of this data? Download this free infographic to learn more on the importance of event team data & how to use it!