Workforce and volunteers for events

This section includes information about workforce planning, recruitment and vetting including sample job descriptions from previous events.

Your event team

A well-designed and managed workforce and volunteer programme will help ensure an event meets world-class standards, and provides visitors and participants with lasting memories of both the event and New Zealand.

Both paid staff and volunteers must:

  • be enthusiastic and excited about the event
  • be thoroughly trained
  • have a clear understanding of the event including its philosophy, aims and objectives
  • be clear about communication and reporting lines.

Only when these elements are in place will the events team work as a cohesive unit.


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.

The importance of volunteers can't be underestimated. Most, if not all, major events will have considerably more volunteers than paid staff.

See Your volunteer programme for more information.

Workforce planning

Workforce planning shouldn't differentiate between paid and unpaid (volunteer) staff. All should receive job descriptions, and be included within the overall workforce strategy.

See Workforce planning for more information.


Managing volunteers checklist

Forms and templates

Examples of event employment documents

FIFA U17 Women's World Cup

Workforce Job Description Examples [ZIP, 342 KB]

Volunteer Workforce Handbook [PDF, 1.6 MB]

Organisation Structure [PDF, 167 KB]

Volunteer Services Agreement [DOC, 96 KB]

Volunteer Information Form [PDF, 280 KB]

Challenge Wanaka

Volunteer Management [PDF, 1.9 MB]

Volunteer Crew Manual [PDF, 439 KB]

Volunteer Marshal Notes - Role B132 [PDF, 434 KB]

Volunteer Marshal Notes - Role B42 [PDF, 437 KB]

Volunteer Marshal Notes - Role R132 [PDF, 456 KB]

Volunteer Marshal Notes - Role R32 [PDF, 427 KB]