--- title: "Volunteer scheduling for sports events: coordinate volunteers easily" description: "Plan course marshals, transition zone, aid stations and timing for your sports event in one place. Volunteers sign themselves up and get automatic reminders." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-sports-events" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Sports events # Volunteer scheduling for sports events. Triathlon, cycle race or ski race: plan course marshals, aid stations and the finish area in one place. You always see which post still needs people. [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 sports event gets stuck. Lots of volunteers, long distances and a fixed timetable. Four typical problems and how to solve them. - Without a central tool: ### Many tasks at once Timing, transition zone, aid stations, start and finish: everything needs enough people at the same time. With Helferplanung: Structure the event into areas and tasks. Every shift has a minimum, and the dashboard shows you which ones fall below it. [More on areas](https://helferplanung.app/en/features/areas) - Without a central tool: ### Volunteers have to turn up If a course marshal is missing, the whole race can go off track. With Helferplanung: A reminder goes out before every assignment. On race day you check everyone in by QR code and see who is still missing. [More on volunteer check-in](https://helferplanung.app/en/features/volunteer-check-in) - Without a central tool: ### Posts spread far apart Marshal posts and aid stations are kilometres apart. Group emails reach the wrong people. With Helferplanung: Describe the location and meeting point in each task. From the mail centre you write to exactly the volunteers of one task or shift. [More on the mail centre](https://helferplanung.app/en/features/mail-centre) - Without a central tool: ### Large volunteer teams Handing out hundreds of assignments by hand takes weeks. With Helferplanung: Volunteers sign themselves up via a link. Full shifts are locked, and you only step in where something is missing. [More on volunteer sign-up](https://helferplanung.app/en/features/volunteer-sign-up) ## Rules for every post. Structure the competition into areas and tasks. For each task, you decide who may take it on. - Minimum age Set a minimum age for posts on the road. Volunteers see it right when they sign up. - Minimum number of shifts If a task needs an induction, like the bike check, you can require several shifts per volunteer. - Assigned only You staff finish recording yourself with experienced people. It stays hidden from the sign-up page. ## Ask what you need to know on race day. With custom sign-up fields you find out at sign-up who has a first aid course or drives to their post by car. - Once per volunteer Questions like T-shirt size are answered only once, however many shifts someone chooses. - For each chosen shift Questions about a post, such as the car, appear with every shift of that task. - Export the answers All answers are available as an export, for example as a list for the first aid team. [More on sign-up fields](https://helferplanung.app/en/features/sign-up-fields) ## What else sports events need. - ### Automatic reminders A reminder goes out by email or WhatsApp before every assignment. You decide when. [More on automatic reminders](https://helferplanung.app/en/features/automatic-reminders) - ### 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) - ### Planning by availability For the organising committee or fixed teams: they say when they can help, and you assign them yourself. Optional, in every plan. [More on availability planning](https://helferplanung.app/en/features/availability-planning) - ### Approve sign-ups Want to check every sign-up? Then you confirm it yourself or reject it with a reason. [More on event settings](https://helferplanung.app/en/features/event-settings) - ### Ready for next year Copy the event with all its shifts. Your volunteers stay in the volunteer list, and you invite them again. [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 follow-up. [More on reports](https://helferplanung.app/en/features/reporting) ## Questions about volunteer scheduling for sports 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) **Does it work for events over several days?** Yes. In the timeline you plan each day on its own, from set-up to take-down. Volunteers filter by date when they sign up and choose their days. **How quickly can we get started?** Create the event, add areas and shifts, share the link. There is no set-up fee, and the Free plan is enough to try it out. **Are volunteers reminded automatically?** Yes. After signing up they get a confirmation, and before the assignment a reminder, by email or WhatsApp. Volunteers can also subscribe to their assignments in their calendar. **Does it work for several hundred volunteers?** Yes. The Medium plan has no limits on events, shifts or assignments. One event 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)