Event volunteer management can be a complex and time-consuming task. With dozens—or even hundreds—of volunteers, each with different availability, skills, and needs, it can quickly become overwhelming. But with In2event, streamlining volunteer management is easier than ever. Let’s walk through a day in the life of a volunteer at an event to see how In2event helps from start to finish.
Step 1: Simple registration process
Imagine you’re a volunteer who wants to help out at an upcoming event. You find a registration link on the event’s website or receive one directly via email. The sign-up, created through In2event, is simple and intuitive, asking for essential details like your availability, skills, and personal information. You fill it out in a few minutes and hit submit.
Step 2: Behind-the-scenes coordination
Once you submit your form, the real magic happens behind the scenes. The event’s volunteer manager has access to all the submissions in one place through the In2event platform. They can easily review each volunteer’s details, availability, and preferences. With a few clicks, they can create teams, assign roles, and plan shifts—all while ensuring everyone is where they need to be. Need to send out a briefing? No problem! The manager can generate and send personalized briefings in bulk, including everything volunteers need to know before their shift.
Step 3: Receiving your briefing and ticket
Soon, you receive an email from the event team. It includes a personalized briefing—automatically generated by In2event—outlining your team, shift time, and important details like where to check in and what to expect. Alongside this, there’s a ticket to get into the event. The briefing also covers logistics: Do you need a crew shirt? Will meals be provided? All of this information is neatly compiled so that you know exactly what to expect.
Step 4: Checking in and getting ready
The big day arrives, and you follow the route description from your briefing to the event location. Upon arrival, your ticket is scanned—another seamless step made possible by In2event’s accreditation management system. After a quick scan, you receive a wristband that grants you access to the areas where you’re needed. At check-in, you’re handed your crew t-shirt and a few tokens to use for food or drinks after your shift.
Step 5: On the job: Seamless operations
You head to the bar where you’ve been assigned for your first shift. Everything runs smoothly thanks to the clear instructions and planning done through In2event. After a couple of hours, you feel a bit hungry. Fortunately, the platform’s accreditation management shows that you’re entitled to a meal. You make your way to the crew catering area, where your wristband is scanned, and a green screen confirms that you’re good to go. You enjoy a well-earned meal before heading back to the bar for your second shift.
Step 6: Wrapping up and enjoying the event
After your second shift, it’s time to check out. You head over to the designated checkout area, where you scan your wristband again, confirming the end of your shift. And guess what? Your wristband also gives you access to the event itself. Now, it’s time to dance the night away, knowing that the day went off without a hitch, thanks to the smooth coordination enabled by In2event.
Just one example of what In2event can do
This volunteer journey is just one example of how In2event makes event management smoother for organizers. From registration and team planning to personalized briefings and on-site logistics, our platform takes care of the details so you can focus on what matters most—delivering a great event experience.
Want to see more of what In2event can do? Dive into our other blog posts to explore how we streamline event management for food truck owners, security staff, and more.
