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Volunteers / FREE TEMPLATE

Volunteer rota template

Allocate shifts, roles and handovers so every volunteer knows where they need to be.

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No email. No account. Yours to adapt.

Illustrated preview of the volunteer rota template

What is it for?

Bring event-day staffing into a single working rota. Record the date, shift, role, location and confirmation for each person, with space for a handover or break arrangement.

Use once volunteers have given their availability. Include setup and pack-down as well as public opening hours. Keep detailed personal or safeguarding information in a separate restricted system.

How to use this template

  1. List the roles and times that need cover, including breaks.
  2. Allocate volunteers using their availability and suitability for the role.
  3. Ask people to confirm and record the result in the status column.
  4. Share the appropriate version and brief everyone on changes and handovers.

What’s included

  • Date
  • Start time
  • End time
  • Role
  • Location
  • Volunteer name
  • Status
  • Break or handover

Make it your own

Open the Excel workbook in Excel or import it into Google Sheets. Read the setup notes, then adapt the rows to your event. The CSV is a plain data version; the PDF is laid out for printing.

These templates are free to use and adapt within your organisation. Remove fields you do not need and keep completed records in an appropriate, secure location.

KEEP YOUR EVENT ORGANISED

Useful alongside this template

From planning to your event

Simplify your event admin with SignMeUp

Use SignMeUp to automate event registration and volunteer management, and organise the information you would otherwise manage in spreadsheets. Bring bookings, your team and event-day check-in together.

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