--- title: "Volunteer scheduling for running events: plan course marshals" description: "Plan course marshals, aid stations, start and finish for your race in one place. You see straight away which post is below its minimum." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-running-events" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Running events # Volunteer scheduling for running events. From fun run to marathon: plan every post along the course with a minimum and a target. You see straight away 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 planning a race gets stuck. Long courses, many posts and a fixed timetable. Four typical problems and how to solve them. - Without a central tool: ### Courses spread out Volunteers are spread over many kilometres. Often only one person knows who stands where. With Helferplanung: Every post is a task, with location and meeting point in its description. Volunteers see them when they sign up. [More on areas](https://helferplanung.app/en/features/areas) - Without a central tool: ### Posts that must be staffed A crossing without a marshal is a risk for the runners. With Helferplanung: Set a minimum for every post. If a shift falls below it, it is marked red and listed among the critical shifts on the dashboard. [More on shift planning](https://helferplanung.app/en/features/shift-planning) - Without a central tool: ### Different start times Marathon, half marathon and relay need the posts at different times. With Helferplanung: Every shift has its own time, early in the morning too. Volunteers see exactly when and where they stand when they sign up. [More on volunteer sign-up](https://helferplanung.app/en/features/volunteer-sign-up) - Without a central tool: ### Lots of volunteers needed Even a small race needs lots of people along the course, every single year. With Helferplanung: All volunteers stay in the volunteer list. Next year you copy the race with its shifts and invite them again from the mail centre. [More on the volunteer list](https://helferplanung.app/en/features/volunteer-list) ## On race day, every post is staffed. The reminder goes out the day before, with time and post. In the morning you check volunteers in at the equipment depot. ### 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 before the start Scan the personal QR code or search by name. That way you see before the starting gun which post still needs people. [More on volunteer check-in](https://helferplanung.app/en/features/volunteer-check-in) ## What else running events need. - ### Custom sign-up fields Ask who brings a car or has a first aid course. Once per volunteer or for each chosen shift. [More on sign-up fields](https://helferplanung.app/en/features/sign-up-fields) - ### Assignments in their own calendar Volunteers subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar follows. [More on calendar subscriptions](https://helferplanung.app/en/features/calendar-subscription) - ### Find stand-ins quickly If someone drops out, write to all volunteers or only those of one post, straight from the mail centre. [More on the mail centre](https://helferplanung.app/en/features/mail-centre) - ### Cancellation deadline Volunteers cancel themselves up to a deadline. After that, they see who to contact. [More on event settings](https://helferplanung.app/en/features/event-settings) - ### Sign-up on your website Embed the volunteer sign-up in the race website, right next to the runners’ registration. [More on publishing](https://helferplanung.app/en/features/publish-event) - ### Reports and exports Export the shift overview, volunteer list and attendance list for your follow-up. [More on reports](https://helferplanung.app/en/features/reporting) ## Questions about volunteer scheduling for running events 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) **Can we plan course marshals, aid stations and the finish separately?** Yes. Create an area for each section and a task for each post inside it. Every task has its own shifts with a minimum and a target. **How do we handle early shifts on race day?** You set the times freely, from 5 or 6 in the morning if needed. Volunteers see all the times when they sign up and choose what suits them. **What happens if someone drops out at short notice?** Up to the cancellation deadline, volunteers cancel themselves and the place is free again straight away. After that, they see who to contact. You find stand-ins through the mail centre. **Does it work for large races with several hundred volunteers?** Yes. The Medium plan has no limits on events, shifts or assignments. One race a year with up to 100 shifts and 1000 assignments fits 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. ## 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)