Event volunteer form: volunteer at our event

This event volunteer form helps you recruit and organise volunteers for a festival, a sports race, a fair or a charity day. People say which tasks they enjoy, which days and times they are available and share any useful skills; you then come back to them with their schedule.

What is this volunteer registration form for?

Coordinating volunteers through scattered emails and phone calls quickly becomes chaotic. This form collects the information you need to build a schedule in one place. Volunteers choose from tasks such as welcome and ticketing, setting up and clearing away, bar and catering, logistics, communication and photos or guiding visitors. They indicate their availability for set-up day, the main day and clear-up day, and whether they prefer mornings, afternoons or evenings. The T-shirt size question simplifies ordering, and the skills field highlights useful assets such as a driving licence, first aid training or languages.

Who is it for?

• Festival and concert organisers
• Sports clubs hosting a race, a tournament or a match day
• Associations running a fair, a market or a charity event
• Schools and parent groups organising a school party

How to adapt it in Mailpro

Replace the task list and the days with those of your own event and edit the texts to match your tone. Add your logo and colours, then share the form by link on social media, by QR code on posters or in a Mailpro newsletter to your members and supporters. Responses arrive in Mailpro. You can set tags on contacts according to their answers, by task or by day, which makes it easy to send each team its briefing and timetable.

Tips

• Open registrations early enough to identify gaps in your schedule.
• Describe each task in one line so that volunteers know what to expect.
• Ask for a phone number for the day itself, as the template does, and keep it confidential.
• Thank volunteers after the event; many will come back next year.

Frequently asked questions

Is this an event volunteer sign up sheet or an application form?

It can serve as either. For an open call, use it as a sign-up sheet; if you need to select people, it works as an event volunteer application form.

Can volunteers choose several tasks and days?

Yes. The task, day and time questions accept several answers.

How do I share the event volunteer form with my community?

Send the link in your newsletter, post it on social media and display the QR code at your premises or previous events.

Questions in this template

About you

1. Name
2. Email
3. Phone (for the day itself)
4. Which tasks interest you?
   Welcome and ticketing · Setting up and clearing away · Bar and catering · Logistics and transport · Communication and photos · Guiding visitors

Your availability

1. Which days are you available?
   Friday (set-up) · Saturday · Sunday (clear-up)
2. Which times of day?
   Morning · Afternoon · Evening
3. T-shirt size
   XS · S · M · L · XL · XXL
4. Any useful experience or skills? (driving licence, first aid, languages…)
5. Data