EVENTODIT.
EDITABLE WORK DOCUMENT

Volunteer Duties, Training and Shift Check

Record tasks each volunteer has practised and situations where they still need help. Before assigning entrance, registration or queue duties, check radio replies, break cover and when to call a lead.

Production, bookings and operations preparationEvent-day operations
WHAT THIS TEMPLATE HELPS YOU PREPARE

A deployment record showing each volunteer’s duties, support contact and break or shift arrangements.

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
24 Oct 2026
Use this for
Use during induction, accompanied practice, first deployment and role changes. Use one row for each role, zone and shift.

When to use it

Use during induction, accompanied practice, first deployment and role changes. Use one row for each role, zone and shift.

Do not assign safety-control, medical or dispute decisions to untrained volunteers. Example breaks and shifts are fictional, not statutory or recommended working hours.

Start with the guide: Festival Volunteer Assignment and Operations: A Practical Guide by Role

Fill in the template step by step

When to use it

Check after training and before deployment; repeat when duties or zones change.

What to have ready

  • Actual duties and decisions that must go to a lead
  • Site maps, agreed messages and exception-response cards
  • Support contacts and break or shift cover plan

  1. List tasks the volunteer may carry out and decisions they must refer to a lead.

  2. Practise ordinary and exception scenarios, then record what the volunteer actually did.

  3. Call the support contact using the assigned device, confirm a reply and identify break cover.

  4. If retraining or reassignment is needed, have the responsible lead check the result before deployment.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

Volunteer Duties, Training and Shift Check — fictional worked example
Duty and assigned zoneTasks to carry out and referenceDecisions to pass to a leadTraining and practice resultsSupport contact and call testBreak cover and shift handoverProblem found and change madeDeployment approval and training still needed
VOL-01 / Fictional entrance Z1 / morningGive directions to entrance, toilets and access route / MAP-v5 cardRefer entry refusals and safety control to the operations lead2026-11-11 16:00 route walk / practised responses to 3 questionsCalled usher lead on CH-2 / reply checked at 16:18VOL-R1 covers 11-12 11:00–11:20 / meet in the zone to hand overFound an old sign in a different position from the map / replaced cards with MAP-v6Usher lead checks MAP-v6 at 11-12 08:30 before assigning Z1
VOL-02 / Registration Z2 / afternoonLook up QR codes and refer error screens / REG-v3No payment-status edits, refund promises or copying of personal data11-11 16:40 valid check-in passed / failed to refer a cancelled-ticket errorRetrain beside registration lead / help-button TEST-02 works13:00 shift planned / no solo registration duties before retrainingReissued a cancelled QR during practice / added exception card EX-02Repeat 2 exception scenarios 11-12 12:30 for lead review / if not passed, assign supervised wayfinding
VOL-03 / Queue Z3 / eveningPoint out the end of the line and give agreed waiting information / QUEUE-v4Call site lead for crowding, route changes or complaints11-12 15:30 accompanied practice / demonstrated a help callSite lead on CH-3 / replaced radio battery and retested 15:45VOL-R3 takes over 17:00 / meet to pass on count and end-of-line positionReported rain-related surface change to site lead at 16:20Moved to lead-designated position at 16:25 / old plan withdrawn under CHG-03

Blank template preview

This preview shows a few rows. The downloaded file contains 24 prepared rows.

Eight columns · scroll horizontally to view the complete blank worksheet.

Volunteer Duties, Training and Shift Check — blank worksheet
Duty and assigned zoneTasks to carry out and referenceDecisions to pass to a leadTraining and practice resultsSupport contact and call testBreak cover and shift handoverProblem found and change madeDeployment approval and training still needed
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Check your completed template

  • The volunteer has explained and demonstrated both the task and how to request help.
  • Break cover, excluded decisions and remaining training are recorded.

What to pass to the next person

The role lead passes training results and support needs to the shift lead. Share only what the next shift needs to know.

Check before using this template

This form does not certify competence. Roles supporting vulnerable participants need appropriate training, supervision and safeguarding arrangements checked separately.

Sources used to develop this template

EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.