--- title: "Volunteer scheduling for town festivals: every club, one plan" description: "Coordinate the volunteers of every club at your town or village festival in one place. Each club gets its own link to its shifts." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-town-festivals" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Town festivals # 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. [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 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](https://helferplanung.app/en/features/publish-event) - 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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. [More on the mail centre](https://helferplanung.app/en/features/mail-centre) ## 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 publishing](https://helferplanung.app/en/features/publish-event) - ### No double bookings If you like, anyone helping two clubs can’t sign up for two shifts at the same time. [More on event settings](https://helferplanung.app/en/features/event-settings) - ### Reminded by WhatsApp Volunteers choose whether they are reminded by email or WhatsApp. WhatsApp is available from the Small plan. [More on WhatsApp reminders](https://helferplanung.app/en/features/whatsapp-reminders) - ### Custom 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 fields](https://helferplanung.app/en/features/sign-up-fields) - ### Check-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-in](https://helferplanung.app/en/features/volunteer-check-in) - ### Review after the festival Export the shift overview, volunteer list and attendance, for example for your report to the council. [More on reports](https://helferplanung.app/en/features/reporting) ## 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 question](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **Does it work for large events with lots of 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 the Small plan. **Can the clubs coordinate their volunteers separately?** Yes. Create a separate area for each club. Each club gets a link and QR code that lead straight there, and you can write to its volunteers directly from the mail centre. **How do we reach as many volunteers as possible?** Share the link on the town’s website, on social media and through the clubs’ mailing lists. Print the QR code on posters and flyers. **Can we see who helped after the festival?** Yes. You export the shift overview, volunteer list and attendance list. Volunteers stay in the volunteer list, so you can invite them again next year. **Do volunteers need an account or an app?** No. They open the link in their browser, choose their shifts and enter their name, email and mobile number. That’s it. ## 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)