--- title: "Volunteer scheduling for trade fairs and exhibitions: plan stand staff" description: "Plan reception, stand staff and catering across every day of the fair in one place. Create shifts once, repeat them daily and approve sign-ups yourself." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-trade-fairs" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Trade fairs and exhibitions # 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. [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 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/calendar-subscription) - 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/volunteer-check-in) - ### Reports and exports Export the shift overview, volunteer list and attendance, for example to settle the assignments. [More on reports](https://helferplanung.app/en/features/reporting) ## 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](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)