Guides › Events & Celebrations
Give volunteers a one-page guide to their shift
Turn your event plan into a short, friendly briefing for each volunteer role, with times, tasks, who to ask and what to do if something goes wrong.
When to use it
A week before the event
Step by step
List the roles
Write down each volunteer or support role, their shift times, where they'll be and what they need to do. Add your venue's key safety points.
Generate the briefings
Paste the details into your AI assistant with this prompt.
Prompt to copyCreate a one-page briefing for each of these volunteer roles at [event] on [date] at [venue]: [paste roles, times, locations, tasks]. Each briefing should have: a warm welcome line, arrival time and where to go, what to wear and bring, your tasks in order (short bullets), the 3 questions guests will most likely ask you with answers, who to contact for help (use [Name, role] placeholders), what to do in an emergency (based on: [paste venue safety points]), and break times. Keep each under 250 words and use plain, encouraging language.Check the safety details
Make sure the emergency and first aid sections match the venue's actual procedures. Edit anything that doesn't.
Send each person their page
Share each role's page as a PDF by email or WhatsApp, and print copies for the volunteer desk on the day.
What you get
Welcome desk volunteer. Arrive 8:15 at the main entrance; look for the green banner. Tasks: greet guests, check names, hand out lanyards. Likely questions: Where are the toilets? (Left past the lift.) Help: [Name, Volunteer lead]. Fire alarm: guide guests to Assembly Point B.
Tips
- Keep volunteers' phone numbers in a separate sheet only you and the lead can see.
- Ask the AI for a 30-second spoken version to read out at the morning huddle.