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Case Study

World Junior Girls Golf Championship

Sports Event Staff Scheduling & Communication

World-Juniors-Girls-Golf

The Event

The World Junior Girls Golf Championship is an annual event hosted by The Marshes Golf Club. It brings together 48 of the top 18-and-under female golfers from 15 countries. In addition to the 72-hole team and individual competitions, the World Junior Girls Championship is a celebration of golf with a specific focus on developing the game. Approximately 150 volunteers are recruited each year to support this event.

The Challenge

The organizers of the World Junior Girls Championship were looking for a solution that would help make their complex scheduling more manageable. They could no longer spend countless hours manually organizing all of their volunteer data and double-checking that every station was covered. They needed a tool that could automate recruitment / self-sign up for certain roles while allowing them to manually assign other (more senior-level) positions. With so many last-minute schedule changes, they also wanted a system that could easily update staff when changes were made - both before and during the tournament. With their staff and volunteers spread out across all the tournament holes, the organizers also needed a way to see which staff are checked-in at each location as well as a way to communicate to volunteers at specific locations.

The Solution:
InitLive Staff Scheduling Software for Sports Event Management

Event-Schedule

Scheduling & Recruiting for the Event

Using InitLive, the WJGGC was able to schedule volunteers in an organized and efficient way. The scheduling features made it simple to organize a complicated itinerary with scenarios like volunteers leaving from two different holes with tee off times every eleven minutes. Once the schedule was finalized, the event managers took advantage of InitLive’s recruitment features, allowing staff and volunteers to sign-up, list their qualifications, select desired roles, and schedule themselves for available shifts. This reduced manual scheduling efforts considerably. For the roles that the managers didn't want accessible via the recruitment link - they were able to set them to "private" and assign them directly. This functionality worked particularly well for their Information Booth Host role since the committee already knew the specific volunteers they wanted to work in this role.

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Centralizing Data for the Planning Committee

The WJGGC is planned by a committee of several people who regularly require access to all information pertaining to the event. InitLive allowed the managers to store all event data, including schedules, staff lists, and contact information in one common database.

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App

"Send More Volunteers to Hole 11, Please!"

On the day of the championship, the event managers were able to have full visibility of the schedule, checked-in staff, and schedule problems (i.e. no-shows, conflicts, etc.) via the InitLive mobile app. Volunteers were also able to view their complete schedule, including a description of their specific shifts, from their mobile phones or tablets. The software also allowed for fast and easy shift changes. For example, if a volunteer could no longer work their scheduled shift or preferred to work in a different role, the event manager could easily view available staff and schedule a replacement. The real-time functionality of InitLive allowed schedule changes to be implemented immediately and broadcasted to the affected volunteers.

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Key Benefits

  • Quick Scheduling & Recruitment Process
    Time spent making phone calls & sending emails was significantly reduced because volunteers could independently sign up for their desired shifts. And, with a more intuitive scheduling process, set-up was quicker with fewer errors (i.e. no schedule conflicts).

  • Visibility on Event Day
    Event managers could see who was on-site, access staff contact details and make schedule changes via the mobile app whenever necessary.
  • Informed Volunteers
    All staff could access their schedule, shift descriptions & important event documents any time via the mobile app. Automatic reminders helped reduce no-shows. When the event managers needed to update specific staff, SMS text message notifications were broadcasted.

  • Centralized Data
    All event managers could access the most up-to-date schedule and staff information anytime, from anywhere.
I strongly support their system as it allowed us to know instantaneously where we stood with volunteer necessities along with having a clear overview of scheduling at any moment throughout the Championship.
Andrew-DonaldsonAndrew Donaldson, World Junior Girls Golf Championship
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