Workforce planning for events
Workforce planning for a major event must take into account all the phases, from recruitment to acknowledgement.
The main 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
- volunteer legacy.
Developing the workforce plan
To develop the workforce plan you need to:
- understand the nature of the event and the rights holders’ expectations and organisation requirements
- scope the number of scope the number of paid staff and volunteers required to run a quality, world-class event
- determine the different types of roles available and the skills needed for each role
- consider all volunteer roles and the number of positions in major areas
- refine, integrate and assess staffing/volunteer requirements based on budget and organisation expectations
- work out 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,eg directors, managers, supervisors, coordinators, assistants
- develop and finalise your workforce plan.
- create job descriptions for all roles (voluntary and paid).
- Event management pressure points will vary at different stages. Regularly monitor your workforce strategy — including start and end dates — so that you're in a position to respond to the shifting workloads that arise leading up to the event.
- Event organisers typically underestimate the workforce needed to deliver a quality, world-class event. Be careful not to do so, as it could jeopardise your event.
- Don't underestimate your workforce expenses when setting your event budget.
Volunteer roles span many industries and carry out many different activities. A defined title with a relevant job description gives volunteers a clear understanding about their role. Leave out ‘volunteer’ in your volunteer role description and provide meaningful titles and descriptions.
Below we've provided a list of position descriptions for a variety of volunteer roles, and sample job descriptions from the FIFA Under 17 Women's World Cup.