Document Actions


Key phases

Key phases in workforce and volunteer management for a major event include:

  • workforce planning
  • the recruitment programme
  • the application process/procedure
  • staff/volunteer training
  • provision for volunteers
  • communication
  • acknowledgement
  • volunteer legacy.


Workforce planning should not differentiate between paid and unpaid (volunteer) staff. 

All staff (paid and unpaid) should:

  • receive job descriptions
  • be included within the overall workforce strategy.

Every staff member contributes to the successful delivery of the event. It is only the nature of the employment agreement that differentiates between a paid and an unpaid worker.  


Developing the plan

To begin developing the plan you need to consider and make decisions on each of the following. 

  • Have a full understanding of the nature of the event and the rights holders’ expectations and organisation requirements.
  • Scope the number of workforce staff and volunteers required to run a quality, world-class event.
  • Determine the different types of roles available.
  • Identify and outline the skills needed for each role.
  • Consider all volunteer roles and the number of positions in key areas.
  • Refine, integrate and assess staffing/volunteer requirements based on budget and organisation expectations.
  • Determine start and finish dates for all roles based on the level and amount of work required and the level of responsibilities within the parameters of your workforce/volunteer budget.
  • Determine which roles will be filled by employees, contractors or volunteers.
  • Determine the reporting and communication lines and develop an organisational chart.
  • Ensure workforce roles and reporting lines are clearly defined, e.g. directors, managers, supervisors, coordinators, assistants.
  • Develop and finalise your workforce plan.
  • Create job descriptions for all roles (voluntary and paid).




Last updated 21 April 2016