HYROX x In2event: Streamlining volunteer management for a global fitness competition
HYROX is redefining global fitness competitions, bringing together thousands of athletes for a unique blend of endurance and functional fitness challenges. But behind the scenes, the success of each event depends on more than just the competitors—it requires a well-organized team of referees to ensure a smooth and fair race.
With 700 to 900 judges needed per event, managing registrations, assignments, check-ins, accreditation, and reimbursements at this scale is a logistical challenge. That’s where In2event comes in. By implementing In2event’s Registration & Planning tool, HYROX has transformed its referee coordination process, making it more efficient, scalable, and seamless.
The challenge: Managing a growing volunteer network
As HYROX expands worldwide, so does its demand for volunteers. The event now has a growing database of over 3,500 volunteers , and each competition requires meticulous planning to ensure the right people are in the right place at the right time.
For every event, organizers must:
- Select and invite volunteers from the database.
- Assign them to specific roles and stations.
- Ensure an efficient check-in process.
- Distribute accreditation; referee t-shirts, and meal vouchers.
- Process travel and expense reimbursements.
Coordinating all of this manually would be overwhelming. HYROX turned to In2event’s powerful event management tools to keep operations running smoothly.
Provided solutions
Centralized registration & planning
HYROX maintains a centralized volunteer database within In2event, allowing organizers to create sign-up forms and invite potential volunteers easily. Once volunteers sign up, they remain in the system for future events, making recruitment and planning more efficient. After accepting their assigned shifts, volunteers automatically receive their event briefings and tickets, ensuring they have everything they need before event day.
Seamless check-in & accreditation
On event day, volunteers check in quickly at designated stations using their In2event tickets. A simple scan gives them instant access to their task assignment, location, and schedule. At the same time, they are issued accreditation, a HYROX volunteer T-shirt, and meal vouchers—all without delays. Real-time check-in data gives organizers a clear view of attendance and volunteer distribution throughout the event.
Effortless expense reimbursements
A newly introduced feature allows volunteers to submit travel and parking expense claims directly through the platform, simplifying the reimbursement process. Since everything is managed in one place, organizers can quickly review and process payments, reducing administrative workload and improving the volunteer experience.
This was particularly useful at high-traffic entry points, where smooth operations were essential.
Results
Greater efficiency & scalability
By integrating In2event into its volunteer management workflow, HYROX has unlocked significant operational benefits:
- Building a volunteer database – Through the platform, volunteers can sign up for HYROX events, allowing the organization to create a steady database.
- Faster and more structured check-ins – Volunteers receive all necessary information and materials upon arrival.
- Real-time oversight for organizers – Immediate tracking of volunteer attendance and assignments.
- Improved volunteer experience – Clear communication, smooth registration, and hassle-free reimbursements.
- Scalability for future growth – The system grows with HYROX, allowing seamless expansion across global events.
With these improvements, HYROX has made its volunteer management smoother and more efficient. As one team member put it: “In2event has become an indispensable tool for us. It streamlines scheduling and briefing, making crew coordination easier than ever.”
Beyond HYROX: In2event’s role in other major sporting events
HYROX isn’t the only major sports competition trusting the In2event event management platform. Other high-profile events trust the platform to manage their staffing and logistics, including:
- FBK Games
An athletics event that is an indispensable part of the Dutch top sports calendar. This organization leans on In2event for its volunteer management and supplier coordination. - House of Sports
Besides HYROX, House of Sports organizes all long-track speed iceskating events in the Netherlands on behalf of the KNSB. For the KNSB events, the platform is used for athlete registration, badge printing, and access management. - MudMasters
This is the biggest obstacle run in Europe. MudMasters coordinates crew check-in and volunteer activities with In2event, following a similar streamlined process as HYROX.
These events demonstrate how In2event adapts to various sports environments, offering flexible solutions for large-scale event management.
Conclusion: Raising the bar in sports event operations
HYROX’s collaboration with In2event showcases the power of structured, tech-driven volunteer management. By unifying registration, scheduling, check-ins, and reimbursements under one system, HYROX has optimized its event operations, ensuring a seamless experience for both organizers and volunteers.
For any sporting event seeking to streamline logistics, reduce administrative burden, and enhance efficiency, In2event provides the essential tools to make it happen.
