Volunteers and festivals, a match made in heaven

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In Beeple, you can access all the information you need from a volunteer. If you want to know if someone is old enough to volunteer, you can query his/her date of birth. If every volunteer gets a T-shirt from the organisation, provide a field where they can enter their clothing size. All this data will be processed in full compliance with GDPR legislation. 

Step 2: Getting started with your planning

Once you have a well-stocked database, you can start planning. In doing so, it is important to take into account the qualities of the employees. For example, if you need someone with a first aid diploma, you can indicate this in Beeple so that only those people can schedule themselves for those shifts. 

Self-scheduling is an ideal way of planning if you work with volunteers. Volunteers can choose for themselves when and where they are available to work. As a planner, you do not waste time requesting their availability and there’s less chance of no-shows. You can opt for the first come, first serve principle and automatically accept the applications, or you can let your planner choose the right person at the right place from the applications. 

This is also how Inter Vlaanderen operates. This organisation ensures the accessibility of events for people with disabilities. They work with volunteers who accompany these people to give them an unforgettable festival experience as well.

Of course, you can also call on external organisations to supply volunteers. An example of such an organisation is vzw Tumbador, they supply volunteers at a lot of events and use the income to fund their development aid. Michel from Tumbador: "Both for us, the planners, and the volunteers, Beeple is a very handy system. We create all the events for which we are looking for volunteers, volunteers sign up for the shifts that appeal to them and we then choose which applications we accept." 

Step 3: Communication is key

The third key to success when working with volunteers is clear communication. Volunteers who only work sporadically or once at your event need a good briefing beforehand. For that kind of communication, you can use the e-mail integration in Beeple. You can easily send an email to all your scheduled volunteers with more information about where and when they are expected, what they should bring and what their tasks at the event will entail. 

Since volunteers sometimes sign up for their shift months in advance, it's also a good idea to get in touch in the interim. This way, you strengthen the connection but also stay top of mind. To get in touch with them a month and a week in advance to let them know that you are looking forward to their arrival, ensures far fewer no-shows. 

And last but not least, are you short of helping hands shortly before the event or do you need to replace someone last-minute? Beeple can help with that too, send people within a twenty-kilometre radius of your event a text message or pop-up in the Beeple app whether they can help and your planning will be completed in no-time! 

So if you also want to get started with volunteers at your event,
don't hesitate to contact us and  together we will see how Beeple can help you with that.