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Volunteer scheduling for trade fairs and exhibitions.

Stand staff, reception and catering over several days: create each shift once and repeat it daily. You decide who stands at your stand.

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Clubs and organisers plan their volunteers with Helferplanung

  • Openair Solothurn
  • Höllefäscht
  • UBS Kids Cup
  • Bucheggberger Bierwanderung
  • Landenberg Fest
  • Nachteulen Festival

Where planning a trade fair gets stuck.

Several days, lots of people involved and changing shifts. Four typical problems and how to solve them.

  • Without a central tool:

    Unclear responsibilities

    Who looks after the stand when? Who does reception in the morning?

    With Helferplanung:

    Every day of the fair is in the timeline, with one row per task. You see straight away who is assigned where and when.

    More on shift planning
  • Without a central tool:

    The stand stays empty

    If a shift is missing from the plan, visitors are the first to notice.

    With Helferplanung:

    Every shift has a minimum. If it falls below, it is marked red. In Controlling you see every shift with its staffing.

    More on the staffing overview
  • Without a central tool:

    Planning over several days

    Four days of the fair means planning and agreeing the same shifts four times.

    With Helferplanung:

    Create a shift once and repeat it daily. Volunteers subscribe to their assignments in their own calendar.

    More on calendar subscriptions
  • Without a central tool:

    Lots of people involved

    Staff, external helpers and students all work together.

    With Helferplanung:

    Everyone signs up via the same link, without an account. With custom sign-up fields you ask about languages or area of expertise.

    More on sign-up fields

Create once, plan every day of the fair.

Morning reception runs on all four days. You create the shift once, and the repetition does the rest.

Daily, weekly or your own pattern
Choose the repetition when you create the shift, on certain weekdays only if you like.
Until the end or a date
The repetition ends with the fair or on a date you choose.
Volunteers choose their days
On the sign-up page, volunteers filter by date or period and sign up for their days.
More on shift planning

You decide who stands at your stand.

At the stand, volunteers represent your presence at the fair. That’s why you check every sign-up before it counts.

Event setting

Approve new sign-ups

Every sign-up stays pending until you confirm it or reject it with a reason. The confirmation goes out on the volunteer’s channel, a rejection by email.

More on event settings

What else trade fairs need.

  • Ask about languages and expertise

    With custom sign-up fields you ask about what matters at the stand, also as multiple choice.

    More on sign-up fields

  • Tasks by assignment only

    Hide tasks such as technical support from the sign-up page and staff them with your own team.

    More on areas

  • Planning by availability

    Your team says which days of the fair they can do, and you assign them yourself. Optional, in every plan.

    More on availability planning

  • Automatic reminders

    A reminder goes out by email or WhatsApp before every assignment. Several shifts on the same day come in one message.

    More on automatic reminders

  • Check-in at the stand

    Check volunteers in by QR code or name search and see who is still missing for each shift.

    More on volunteer check-in

  • Reports and exports

    Export the shift overview, volunteer list and attendance, for example to settle the assignments.

    More on reports

Questions about volunteer scheduling for trade fairs

Your question is not listed? Write to us and we will get back to you in person.

Ask a question
Can we cover areas like reception, stand staff and technical support?
Yes. Each area gets its own tasks and shifts. Tasks like technical support can be hidden from the sign-up page and staffed by you.
Does planning work for fairs over several days?
Yes. In the timeline you plan each day of the fair on its own, and you create recurring shifts once. Volunteers filter by date when they sign up.
Can we ask about language skills or qualifications?
Yes. With custom sign-up fields you ask about languages, areas of expertise or anything else, as text, single choice or multiple choice.
Can external helpers take part without a company login?
Yes. Volunteers sign up via the link, without an account or login. That works for students, temporary staff and volunteers alike.
Can we assign our own team ourselves?
Yes. You can assign volunteers to a shift yourself, as long as it has free places. Or you plan by availability: your team says when they can help, and you assign them.

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.

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