Document sharing
Give your team the files
they need on the day
Upload briefings, venue maps, safety procedures, and handbooks directly to your event. Your volunteers find them all in one place — no shared drives, no hunting through old emails.
How document sharing works
Upload any file
PDFs, Word docs, images, spreadsheets — any file type up to 50 MB. Files are attached to the event, not your account, so everything stays organised per event.
Notify with one click
Each document has its own "Notify participants" button. Click it and EventRota emails every participant who has an address, letting them know the document is available.
Volunteers view and download
Participants see a Documents tab on their event page. They can view files directly in their browser or download them — no login friction beyond their event access.
What event teams upload
Venue maps
Share a PDF or image of the venue layout so volunteers know where their position is before they arrive.
Role briefings
Per-position instructions — what to do, who to report to, and what equipment they'll need.
Safety procedures
Emergency contacts, first aid locations, and evacuation procedures — essential for any large event.
Contact lists
Radio frequencies, key phone numbers, and team lead contacts for the day.
Accreditation info
Details on access zones, wristbands, and what volunteers need to bring to collect their pass.
Event programmes
The running order, schedule, or programme so volunteers know what's happening when.
Keep your team briefed
Free for up to 10 people per event. No credit card needed.
Get started