Manage your concert volunteers
An evening rides on three hours of get-in and two hours of clearing up. There is no slack for a volunteer who does not turn up and whom nobody replaced.
One evening, three moments, three head counts
A concert does not have one volunteer requirement, it has three: the get-in during the afternoon, the show itself, and the get-out after the last song. Three shifts, with three different head counts and rarely the same people: whoever builds the stage is not the one on the till.
You declare the requirement hour by hour on each position, and the table tells you where you are short instead of leaving you to guess. The detail is on teams and positions.
The last-minute drop-out
This is the risk specific to short formats: on a festival an absence is absorbed during the day; on a single evening it leaves a hole. Shift booking covers that case. A volunteer takes a shift, others sign up as substitutes or join a waiting list, and when somebody pulls out the first substitute is promoted and notified automatically. You do not spend the evening on the phone.
Telling everyone in two clicks
Soundcheck moved, entry through the back door, parking relocated: you write to the volunteers of one team, one position, or all of them, with email templates saved from one event to the next. Everyone also has their own page with their hours, up to date, readable on a phone: that is what stops the calls an hour before doors.
Every team has its own lead
The event is split into teams: bar, welcome desk, security, set-up, shuttles. Each one goes to one or more leads, who create their own positions and assign their own volunteers without access to the rest of the organisation.
This page gives the filling rate of every team, and one click takes you down into the one that is stuck. You have nobody to ask to know where the event stands.
A position is a dated assignment
Inside a team, a position says what has to be done and between which hours: the Saturday bar, from 8am to 2am. A team splits into sub-teams where it needs to, by site or by day, each with its own leads.
The next edition is created from this one, with its teams, its positions, their hours and their requirements. You adjust what changed, the rest is already there.
Requirements are declared hour by hour
A position does not need the same headcount all day: two people from 8am to noon, four from noon to 3pm. The filling rate is read on those bands, and that is where a gap shows up while there is still time to fill it.
Opposite, every volunteer shows the availability they declared and the positions they already hold. An assignment that contradicts them is refused, every time, without you having to think about it.
Features
Volunteer registration
One public link, a QR code and a form that asks your own questions: applications arrive already sorted by preferred team and by availability.
Volunteer import and export
Bring your list in from a spreadsheet, as CSV or Excel, and take your volunteers, schedules and their answers back out whenever you want.
Volunteer tracking
Filter by status, team, availability or assigned position, choose your columns, and find each volunteer's full history.
Teams and positions
Split the event into teams and positions, hand each team to its lead, and say how many volunteers you need, hour by hour.
Volunteer scheduling
Assign people without ever creating a clash, follow staffing position by position, and send everyone their own schedule.
Shift booking
Let volunteers pick their own shifts, with substitutes and a waiting list, while you keep control of confirmation.
The volunteer's account
Every volunteer has their own page: their next shift, their hours, their documents, their perks, and their calendar up to date on their phone.
Emails to volunteers
Write in two clicks to a team, a position, unassigned volunteers or everyone, from reusable templates.
Documents and mail merge
Call-up letters, certificates, running sheets: one Word template, and one document per volunteer filled in with their details and schedule.
Badges and perks
Print badges with a photo and a QR code, and track the meals, drinks and t-shirts handed to each volunteer.
Volunteer groups
A partner organisation brings its own volunteers? Give it its own sign-up link and its own leads, without opening up the whole event.
A new edition every year
The new edition carries over teams, positions and hours shifted to the right dates, and last year's volunteers are invited back.
Volunteer data and GDPR
Hosted in France, a published processing agreement, and retention periods applied by code rather than merely announced.
Accessibility for volunteers
Measured screen by screen and published: 100% of the applicable RGAA 4.1 criteria, self-assessed, and a statement that also says what that does not cover.
Events of all sizes simplify their organisation with Volunteo
75 volunteers
300 volunteers
1600 volunteers
3000 volunteers
Frequently asked questions
It is a one-evening event, is the tool not oversized?
Online sign-up and the schedule take ten minutes to set up, and the first eleven volunteers are free on a new event: a small evening pays nothing at all.
Can I run several concerts in a season?
Yes, each date is an edition of your event, created from the previous one with its teams and positions. The volunteers of the last date can be re-invited in one go.
Can volunteers sign up without creating an account?
An account is needed: it is what lets them find their assignments and re-enter nothing next time. You can also sign them up yourself or import a list, in which case they receive a login link.