Everything you need to run a great event
EventRota covers the full lifecycle — from building your team to keeping everyone informed on the day.
For event organisers
Rota builder
Assign volunteers to positions across any number of shifts. See the full picture at a glance and fill gaps fast.
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Rota flows
Define ordered position sequences. When you assign a volunteer to any step in a rotation, apply the full sequence in one click.
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Position maps
Drop your positions onto an interactive venue map. Volunteers see exactly where their shift is — no printed maps, no confusion.
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Venue map
Mark entrances, medical points, toilets, catering and more on a shared site map. Every volunteer sees where everything is — colour-coded with a searchable key.
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Team management
Email invites, join links, and a clear participant list. Build your team roster once and reuse it across events.
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Availability tracking
Volunteers mark which shifts they're free for. You assign from a pool of confirmed-available people — no more guessing.
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Document sharing
Upload briefings, maps, and handbooks. Notify your team with one click — they download directly from their event page.
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Updates & announcements
Post announcements that appear on every volunteer's event page. Email the team instantly when something changes.
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Key contacts
Add names, roles and phone numbers that every volunteer can see and call from their event page. Essential for on-the-day emergencies.
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Position templates
Save your standard set of positions and apply them to new events in seconds. Perfect for recurring events.
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Volunteer profiles
Volunteers self-report dietary needs, t-shirt sizes, licences, and emergency contacts. You get instant kit and catering counts without chasing anyone.
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Equipment tracking
Assign kit to positions and track checkout and return on the day. Volunteers see exactly what equipment to collect for their shift.
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Volunteer forms
Collect waivers, agreements, medical info, and custom questions. Volunteers complete forms from their event page. Lock responses after submit for legal records.
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Checklists
Create multiple lists for your event — safety checks, shopping lists, setup tasks. Track progress per list and see completions at a glance on your dashboard.
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Automated emails
Invites, rota confirmations, reminders, document notifications, and more — sent automatically so you never have to chase anyone.
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For volunteers & staff
A great experience for your team
Your volunteers don't need an account to get started — just a link or an email invite.
Mobile-friendly attend page
Volunteers get a clean, phone-optimised view of their shifts, the full rota, updates, and documents — no app download needed.
Shift confirmation
Mark availability before the rota is published. Receive email confirmation once shifts are assigned.
Full rota visibility
When the organiser chooses to share it, volunteers can see the whole rota — who's where and when — not just their own shifts.
Email notifications
Get notified when you're invited, when the rota changes, and when new documents or updates are posted.
Ready to get started?
Free for up to 10 people per event. No credit card required.
Create your first event