--- title: "Volunteer scheduling for festivals: plan crews and shifts" description: "Plan set-up, bar, entrance and take-down for your festival in one place. Volunteers sign themselves up via a link, and you always see where people are still missing." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-festivals" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Festivals # 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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) Clubs and organisers plan their volunteers with Helferplanung - ![Openair Solothurn](https://helferplanung.app/logos/openair-solothurn.webp) - ![Höllefäscht](https://helferplanung.app/logos/hoellefaescht.webp) - ![UBS Kids Cup](https://helferplanung.app/logos/kidscup.svg) - ![Bucheggberger Bierwanderung](https://helferplanung.app/logos/bucheggberger-bierwanderung.svg) - ![Landenberg Fest](https://helferplanung.app/logos/landenberg-fest.webp) - ![Nachteulen Festival](https://helferplanung.app/logos/nachteulen-festival.webp) ## 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/publish-event) - ### 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](https://helferplanung.app/en/features/event-settings) - ### Targeted messages Write to all volunteers, one area or a single shift, straight from the mail centre. [More on the mail centre](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/volunteer-list) - ### Reports and exports Export the shift overview, volunteer list and attendance for your debrief. [More on reports](https://helferplanung.app/en/features/reporting) ## 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](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)