Manage your festival volunteers
Three days, twelve teams, two hundred people who have never met, and a shared spreadsheet that stopped keeping up. Take back sign-ups, schedules and perks.
A festival is twelve jobs at once
A festival does not recruit volunteers, it recruits a box office, a bar, an artists' desk, a stage crew, a campsite, a cleaning team and a build crew: each with its own leader, hours and constraints. That is what makes a spreadsheet untenable: it is not one list, it is twelve lists that have to agree with each other.
You create your teams and positions, hand each one to its leader, and stop being the only person who can move things forward. The bar leader fills their own shifts without waiting for you to open the file, and you see at a glance which teams are still short.
Volunteers who also come for what they get
The three-day pass, the meals, the drinks: that is often what makes a volunteer sign up, and it is always what causes arguments at the staff bar. Perks are declared once (two meals and five drinks per day on site, say), and are deducted by scanning the QR code on the badge the volunteer is wearing. Whoever runs the bar scans, sees what is left, serves, and nothing is up for discussion.
Partner organisations run their own volunteers
Many festivals work with organisations that bring their own group: a sports club, a staff association, a local branch. Volunteer groups give them their own sign-up link and their own managers: they register and follow their members, you keep the overall picture, and nobody sends you a free-form list three days before the gates open.
Night shifts, build-up, impossible hours
A night shift, a build that starts three days before the public arrives, a strike on Monday morning: volunteer requirements are declared hour by hour, and the tool checks at every assignment that the person actually declared themselves available then. That is the check nobody does properly by hand on a Sunday evening.
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
How many volunteers can I sign up?
As many as you like: billing is per accepted volunteer, with no tier and no subscription, and the first eleven are free on an event's first edition. A two-hundred-volunteer festival stays a three-figure expense.
Can I bring back last year's volunteers?
Yes. A new edition is created from the previous one: it carries over the teams, positions and settings, and you can re-invite last year's volunteers, who find their account with nothing to re-enter.
Can volunteers choose their team?
Yes. When signing up, a volunteer ticks the teams they are interested in and declares their availability; the manager then assigns positions, with those preferences in view. You can also let volunteers book their own shifts.