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Volunteer scheduling for festivals.

From set-up to take-down: plan every area of your festival in one place. Your volunteers sign themselves up, and you always see where people are still missing.

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Clubs and organisers plan their volunteers with Helferplanung

  • Openair Solothurn
  • Höllefäscht
  • UBS Kids Cup
  • Bucheggberger Bierwanderung
  • Landenberg Fest
  • Nachteulen Festival

Where festival planning usually gets stuck.

The more volunteers and areas, the faster you lose track. Four typical problems and how to solve them.

  • Without a central tool:

    Hundreds of messages in the group chat

    Who can do when? The answers get lost between questions and photos.

    With Helferplanung:

    Volunteers sign themselves up for open shifts via a link or QR code. Confirmations and reminders go out automatically.

    More on volunteer sign-up
  • Without a central tool:

    Gaps show up too late

    You only know whether Saturday night’s entrance team is big enough once you have added up every list.

    With Helferplanung:

    Every shift has a minimum and a target. The dashboard shows you all critical shifts across every festival day.

    More on shift planning
  • Without a central tool:

    Volunteers don’t turn up

    You only notice who is missing when the queue at the bar is already long.

    With Helferplanung:

    A reminder goes out before every assignment. At the festival you check volunteers in by QR code and see straight away who is still missing.

    More on volunteer check-in
  • Without a central tool:

    Every area keeps its own list

    Bar, entrance and set-up each plan on their own. Nobody notices when someone is booked twice.

    With Helferplanung:

    All areas are in the same plan. If you like, you can stop anyone from signing up for two shifts at the same time.

    More on areas

Every area with its own rules.

Structure your festival into areas and tasks. For each task, you decide who may take it on and how volunteers join.

Minimum age
Set a minimum age for a task such as serving drinks. Volunteers see it right when they sign up.
Minimum number of shifts
If a task needs an induction, such as the tills, you can require several shifts per volunteer.
Assigned only
Hide tasks such as artist care from the sign-up page and assign the people yourself.

At the festival, you know who is there.

Reminders go out automatically before every assignment. In the volunteer tent, you check everyone in by QR code.

Reminded by email or WhatsApp

Each volunteer chooses their channel: email or WhatsApp (from the Small plan). If WhatsApp fails, the message arrives by email. You decide when the reminder goes out.

More on automatic reminders

Checked in by QR code

Scan the personal QR code or search by name. That way you see who is still missing before the shift starts.

More on volunteer check-in

What else festivals need.

  • Custom sign-up fields

    Ask for what you need to know when volunteers sign up, such as T-shirt size. Once per volunteer or for each chosen shift.

    More on sign-up fields

  • Sign-up on your website

    Embed the sign-up in your festival website, or share the link and QR code, for example on social media.

    More on publishing

  • Approve sign-ups

    Want to review every sign-up? Then you confirm each one yourself or decline it with a reason.

    More on event settings

  • Targeted messages

    Write to all volunteers, one area or a single shift, straight from the mail centre.

    More on the mail centre

  • Ready for next year

    Copy the festival including its shifts. Your volunteers stay in the volunteer list, and you invite them again via the mail centre.

    More on the volunteer list

  • Reports and exports

    Export the shift overview, volunteer list and attendance for your debrief.

    More on reports

Questions about volunteer scheduling for festivals

Your question is not listed? Write to us and we will get back to you in person.

Ask a question
Does it work with several hundred volunteers?
Yes. The Medium plan has no limits on events, shifts or assignments. One festival a year with up to 100 shifts and 1000 assignments fits into the Small plan.
Do volunteers need an app?
No. Sign-up runs in the browser, with no download and no account. Open the link, choose shifts, enter name and contact details, done.
Can we plan set-up and take-down over several days?
Yes. In the timeline you plan each day on its own, from the first set-up day to the last take-down day. Shifts that repeat are created once and repeated daily.
Can we assign people from the organising committee ourselves?
Yes. You can assign existing or new volunteers to a shift yourself, as long as it has free places. For teams from your own organisation there is also availability planning: they say when they can help, and you assign them.
How do we prevent shifts from being overbooked?
Full shifts are closed for sign-up. If you like, you can also stop anyone from signing up for two shifts at the same time.

Your next event, without spreadsheet chaos.

Set up in minutes. Your volunteers sign up via a link or QR code. For larger events, we are happy to walk you through everything in person.

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