Organizing summer charity events is steadily 
making its way to the forefront of event managers’ minds. Making sure there are enough volunteers to cover every post, being one of the priorities. No matter the type of event, volunteers to coordinate logistics, merchandise, registrations, tickets, sales, etc. all need to be in place with plans for the entirety of the event. Event managers are burdened with this daunting task, and with paper, pen or excel, scheduling a volunteer to manage every post for an entire event can take weeks.
Knowing which volunteer can do what, how well, and for how long is important for event managers, but keeping track of it is the last thing any of them want to do. SubItUp consolidates all of these tasks into one intuitive program that will schedule volunteers across the entire event based on the needs of the event and the volunteers’ availability. Now, schedule managers can rest easy knowing they’re going to have all of the posts covered.
Volunteer Scheduling in Action
Here’s a sample of scheduling volunteers that scheduling consultants examined:
A running organization has created a 5K run/walk for which all of the positive proceeds will go toward researching cancer and its cures. The event manager has been charged with coordinating all of the volunteers and making sure that every post is covered throughout each event including pre-run and post-run festivities. In all, there are 3 running/walking events, a pre-run breakfast and a post-run concert and sponsor exposition.
The 5K course has 22 intersections, at which there needs to be at least 1 volunteer throughout the race, directing runners/walkers and watching traffic. The breakfast will need 4 cooks and 10 servers, all volunteers. The post-run concert/expo will require all available volunteers to work concessions, ushering and other various activities. In summary that’s a minimum of 36 volunteers over 14 hours (breakfast set-up at 7a.m., event breakdown at 9p.m.).
This particular company has implemented SubItUp, which means that scheduling volunteers is done all online. All the manager has to do is create the shifts and ask for the volunteers’ availabilities from 7a.m.-9p.m. on event day. From there the program will generate a schedule automatically, showing the manager where there are holes that would need to be filled. This being done ahead of time means now the manager can gather a few more volunteers for specific hours, instead of scrambling last-minute or placing an employee that isn’t specialized in a specialty position.
Also, as the event day approaches, and availabilities change volunteers can communicate with each other through SubItUp to swap shifts and locations in order to best fit their schedules. Fund-raising has been made simple thanks to volunteer scheduling with SubItUp.
Contact us to ask more about the product and how it can help you and your organization.