Community-event volunteer role brief
Name the role before assigning a person. “Help with the event” is too broad to tell someone what they own. Describe the task, what they receive, what counts as complete and who takes over. Keep attendee names and personal details in the organiser’s appropriate private records; this shared brief only needs the role and the contact route agreed for the session.
How to use it
- List the jobs required by the actual programme, including setup and restoration.
- Assign one owner for each handover and an escalation contact.
- Brief the team using the latest run sheet and practise any unclear handover.
Worksheet preview
| Role | Task boundary | Owner and relief | Inputs and materials | Handover condition | Escalation contact |
|---|---|---|---|---|---|
| Welcome and directions | |||||
| Station facilitation | |||||
| Materials and equipment | |||||
| Room restoration |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
A task needs a boundary
A welcome volunteer may explain the programme and point people to the correct room, while the organiser decides changes to attendance or the schedule. Record those boundaries. Do not leave volunteers to improvise decisions that change the approved programme or room arrangement.
Plan relief and the final handover
If a role continues through the session, agree how its owner is relieved. A short handover should state the current task, any unresolved issue and where materials go next. At the end, use the cleanup sheet to return equipment and finish the agreed restoration work.
Explore locations
Continue planning
- Community-activity station plan
Plan what happens at each station, how participants move and who controls the handover.
- Community-event equipment brief
Connect each programme task to equipment, setup responsibility and approval.
- A cleanup and handover sheet
Assign cleanup tasks and check equipment and venue handover before leaving.
- A gathering run sheet
Coordinate setup, activities and handover with timings and clear responsibilities.