Resources
Free templates & guides
Ready-to-use templates to help you recruit, communicate, and run better events.
Guides
How to recruit volunteers for a sports event
Where to find volunteers, how to ask, and how to make sign-up easy. A step-by-step guide for event organisers.
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How to retain volunteers year on year
Keeping your best volunteers coming back costs far less than finding new ones. Here is how to build an experience people want to repeat.
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How to set up a rowing river regatta umpire rota
A step-by-step walkthrough of building a river regatta rota in EventRota — from creating the event to the email your umpires receive on race morning.
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Email templates
Volunteer invitation email
A ready-to-send email for inviting volunteers to your event. Clear, friendly, and covers everything they need to know.
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Umpire & official invitation email
A professional template for recruiting umpires, referees, or other officials. Sets clear expectations from the start.
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General event help request email
A versatile template for reaching out to your network and asking people to get involved with your event.
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Document templates
Volunteer role description
A structured template covering duties, time commitment, requirements, and what volunteers will receive.
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Event day run sheet
A timed schedule with task ownership for the full day — setup through to pack-down.
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Volunteer code of conduct
Sets clear expectations around behaviour, social media, confidentiality, and health & safety.
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Post-event volunteer feedback form
Collect structured feedback from your team after the event. Short enough to get responses, detailed enough to be useful.
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Volunteer expenses claim form
An itemised claim form for travel, meals, and other reimbursable costs with a sign-off section.
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