Simple, honest pricing
Start for free. Pay once per event when you need more people, or take an annual plan that covers every event you run.
Free
Free
Perfect for small events and getting started.
- ✓200 emails included
- ✓Every feature, nothing locked
- ✓Email support, 1 working day
Small
$30/ event
Great for club events and local competitions.
- ✓600 emails included
- ✓Every feature, nothing locked
- ✓Email support, 1 working day
Medium
$50/ event
For larger events with a bigger volunteer team.
- ✓1,500 emails included
- ✓Every feature, nothing locked
- ✓Email support, 1 working day
Large
$100/ event
Unlimited people for your biggest events.
- ✓4,000 emails included
- ✓Every feature, nothing locked
- ✓Email support, 1 working day
Already paid for Small and need more people? Upgrade anytime — you only pay the difference.
All prices exclude VAT and sales tax. Any tax that applies in your country is added at checkout.
Not sure which you need? Work it out with the price calculator.
Everything included on every plan
No features locked behind a paywall, and the same support whatever you pay. What changes between plans is how many volunteers an event can hold and how many emails it comes with.
Rota & scheduling
- ✓Rota builder — position × shift grid
- ✓Rota flows for rotation sequences
- ✓Auto-fill & shuffle
- ✓Drag-and-drop reassignment
- ✓Copy rota from another day
- ✓Multi-day event support
- ✓Position templates
- ✓Shift labels
Team management
- ✓Email invitations
- ✓Public join link
- ✓Add people in bulk (paste from spreadsheet)
- ✓Volunteer profiles (t-shirt, dietary, licences)
- ✓Role assignments (organiser / volunteer)
- ✓People table with availability & rota status
- ✓Invitation updates dashboard
Volunteer forms
- ✓Custom forms per event
- ✓Agreement / waiver fields
- ✓Short text, long text, single & multi-choice
- ✓Required forms with volunteer alerts
- ✓Lock responses after submission
- ✓CSV export of all responses
- ✓Completion tracking in people table
Availability
- ✓Per-shift availability tracking
- ✓Hourly availability grid
- ✓Shift availability table
- ✓Automated availability reminder emails
- ✓Availability shown in volunteer picker
Event information
- ✓Documents & file sharing
- ✓Updates & announcements
- ✓Key contacts (tap-to-call)
- ✓Venue map with colour-coded pins
- ✓Position maps
- ✓Checklists (safety, shopping, tasks)
Equipment
- ✓Equipment catalogue
- ✓Assign kit to positions
- ✓Checkout & return tracking
- ✓Equipment visible to volunteers on their shift
Volunteer experience
- ✓Mobile-friendly attendee page
- ✓No app download required
- ✓Personal rota & shift view
- ✓Optional full rota visibility
- ✓Availability setting from phone
- ✓Check-in
Emails & notifications
- ✓Invite emails with accept / decline
- ✓Rota confirmation on publish
- ✓Rota change notifications
- ✓Availability reminder emails
- ✓Document upload notifications
- ✓Update announcement emails
- ✓Late decline message to organiser
Support
Help is included, on every plan
There is no paid support tier. Free events get the same answers, from the same people, as the biggest ones.
Email support
Write to support@eventrota.com and we reply within one working day. Mention your event name and we can look at it with you.
Help from inside the app
Report a problem or request a feature from the Help page and it goes straight to the team — no ticket portal, no queue number.
Guides and templates
Step-by-step guides, invitation email templates, run sheets and free planning calculators — all free to use, account or not.
Common questions
What counts as a "person"?
Anyone added to an event as a volunteer. Organisers and co-ordinators on your team are not counted. People who decline their invite are also not counted.
Is the payment per event or per year?
Either — it is your choice. Pay once per event with no subscription, or take an annual plan that covers every event you run. Most organisers start per event and move across once they are running several a year.
What if I need to upgrade mid-event?
No problem — you only pay the difference. If you paid $30 for Small and later need Medium, you pay $20 (not $50 again).
Does someone count if they have not responded yet?
Yes — anyone added to an event counts toward your limit until they decline their invite. Once someone declines, that slot is freed up automatically.
Do I need a credit card to get started?
No. The Free plan requires no payment details at all. You only need to pay when you want to add more than 10 people to an event.
What happens if I cancel an annual plan?
You keep the plan until the end of the period you have paid for, and you keep anything bought separately — including any event you lifted to unlimited people. After that, events fall back to whatever they were paid for individually. Nothing is deleted and no volunteer loses access.
What payment methods do you accept?
We use Stripe for secure payments. All major credit and debit cards are accepted.
What counts against my email allowance?
Emails EventRota sends on your behalf: invitations, availability reminders, rota confirmations and change notifications, document and announcement emails. It works out at roughly 20 per volunteer, which covers a normal event comfortably.
What happens if I run out of emails?
The event page shows how many you have left and turns amber at the last 20%, so you get plenty of warning. If you do reach the limit, sending pauses for that event until you add a top-up pack — 250 emails for $1, 1,000 for $5 or 5,000 for $10. Nothing else stops working, and no email is ever silently dropped.
Is support included on the free plan?
Yes, exactly the same as every other plan. Email support@eventrota.com and we reply within one working day, or report a problem from the Help page inside the app.
Can you set the event up for me?
Yes — an optional one-time service, separate from your plan. We take your volunteer list and event details and build the positions, shifts and invitations for you.