Volunteer scheduling for town and village festivals.
Many clubs, one festival: each club gets its own link to its shifts. You see the whole plan in one place.
Choose an area, and the link and QR code lead straight to it.
- Whole eventCopy link
- Food tentGymnastics clubCopy link
- GrillBrass bandCopy linkCopied
- BarFire brigade associationCopy link
- Set-up and take-downOrganising committeeCopy link
Clubs and organisers plan their volunteers with Helferplanung
Where planning a town festival gets stuck.
Lots of people involved, several clubs and last-minute changes. Four typical problems and how to solve them.
- Without a central tool:
Too many contact people
Each club plans on its own. Information gets lost between committees, chats and phone calls.
With Helferplanung:All clubs plan in the same event. Each one gets a link that leads straight to its own area.
More on publishing - Without a central tool:
Last-minute dropouts
Someone cancels, and nobody knows straight away where the gap is.
With Helferplanung:Whoever cancels releases their place. In Controlling you see every shift with its staffing, day by day.
More on the staffing overview - Without a central tool:
Time-consuming coordination
Phone calls, notices and spreadsheets make the organisation needlessly complicated.
With Helferplanung:Volunteers sign themselves up. Confirmations and reminders go out automatically, by email or WhatsApp.
More on automatic reminders - Without a central tool:
No overview
Who helps with set-up? Who is on the drinks stand? Without a central plan, nobody knows for sure.
With Helferplanung:All areas are in one plan. The dashboard shows you the critical shifts of the whole festival.
More on areas
Every club reaches its own people.
Write to the volunteers of a single area, straight from the mail centre. Replies go to the club, not to you.
- Choose any recipients
- All volunteers, one area, one task, one shift or individual people, also combined.
- Replies go to the club
- For each message you set a reply-to address, for example the club’s.
- A contact person per area
- They appear on the sign-up page and in the confirmation and reminder emails, not in messages from the mail centre. So everyone knows who to ask.
Hi everyone, we meet at the grill stand on Saturday at 10:30. Aprons are ready for you. Thanks for helping!
What else town festivals need.
Sign-up on your website
Embed the sign-up in the festival’s or the town’s website. Print the QR code on posters and flyers.
More on publishingNo double bookings
If you like, anyone helping two clubs can’t sign up for two shifts at the same time.
More on event settingsReminded by WhatsApp
Volunteers choose whether they are reminded by email or WhatsApp. WhatsApp is available from the Small plan.
More on WhatsApp remindersCustom sign-up fields
Ask for what you need to know when volunteers sign up, such as T-shirt size or whether someone brings a car.
More on sign-up fieldsCheck-in at the festival
Check volunteers in by QR code or name search and see who is still missing for each shift.
More on volunteer check-inReview after the festival
Export the shift overview, volunteer list and attendance, for example for your report to the council.
More on reports
Questions about volunteer scheduling for town festivals
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionDoes it work for large events with lots of volunteers?
Can the clubs coordinate their volunteers separately?
How do we reach as many volunteers as possible?
Can we see who helped after the festival?
Do volunteers need an account or an app?
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.