Why Volunteers Matter
Most grassroots events run on volunteer power. Door staff, marshals, setup crew, bar help — without volunteers, your event does not happen. Managing them well is essential.
Recruitment
- Ask existing club members first
- Post volunteer calls on local community groups
- Offer incentives: free entry, food, drink, event merchandise
- Create clear role descriptions so volunteers know what to expect
On the Day
- Brief all volunteers before doors open
- Assign clear roles with written instructions
- Provide Tickts scanner access to door volunteers
- Check in regularly and be available for questions
- Thank everyone personally at the end
Retention
After the event, thank volunteers publicly and privately. Invite them back for the next event early. Build a reliable volunteer team over time — the same people returning means less training and better execution.
Recruiting Volunteers
Finding reliable volunteers starts with your existing community. Club members, regular attendees, parents of participants, and local residents are your best source of volunteers because they already care about your event succeeding.
Be specific about what you need. Instead of "we need volunteers," say "we need 3 people to help with door scanning from 6pm to 8pm." Specific, time-bounded requests are easier to commit to than vague open-ended ones.
Use social media, your email list, and community noticeboards to advertise volunteer opportunities. Include what volunteers will be doing, how long it will take, and any perks (free entry to the event, food and drink, a Tickts for future events).
Roles and Responsibilities
Define clear roles before the event. Common volunteer roles include:
- Door staff / ticket scanning: Using the Tickts scanner to check in attendees. Requires a smartphone and basic training on the scanner interface.
- Welcome and directions: Greeting attendees and guiding them to seating, facilities, and key areas.
- Setup and teardown: Arriving early to set up and staying late to pack down. This often takes longer than expected — be honest about the time commitment.
- Bar and refreshments: Serving drinks and food. May require a personal licence holder depending on the venue and licensing arrangements.
- First aid: Having a trained first aider on site. This may be a legal requirement depending on event size and type.
- Photography and social media: Capturing the event for future promotion. A volunteer with a good phone camera and an eye for content is invaluable.
On-the-Day Management
- Arrive early together: Get all volunteers on site at least an hour before doors open. Walk through the event plan together so everyone understands the flow.
- Assign a team leader: One person should be the go-to for volunteer questions and problems. This frees you to focus on the overall event.
- Provide refreshments: Feed and water your volunteers. They are giving their time for free — at minimum, provide drinks and snacks.
- Check in during the event: Walk around and check that each volunteer has what they need. A quick "everything OK?" prevents small issues from becoming big problems.
Retention
Good volunteers are gold. Keep them coming back by thanking them publicly, giving them perks for future events, and asking for feedback. A WhatsApp group for your volunteer team keeps communication easy between events.
Frequently Asked Questions
Do I need to pay volunteers?
Volunteers are not paid, but you should cover their expenses (travel, meals) and offer perks like free entry to the event. If someone is doing regular, substantial work, consider whether they should be paid as casual staff instead.
What about volunteer insurance?
Your event public liability insurance should cover volunteers. Check your policy to confirm. Some venues include volunteer cover in their venue hire insurance.
How many volunteers do I need?
A rule of thumb: one volunteer per 50 attendees for general stewarding, plus dedicated roles (door, bar, first aid). A 200-person event might need 6-8 volunteers in total.
