Events workforce

Volunteers play a vital role in many events and can greatly enhance the atmosphere and audience experience. They contribute to Scotland’s national events identity and help promote inclusive participation. 

Why volunteers matter: 

• Allow enough lead time to secure your preferred suppliers and volunteers so they can bring enthusiasm, local knowledge, and diverse skills, all of which contribute to smoother event delivery and a better visitor experience. 
• When volunteers feel supported and valued, they’re more engaged and can help your event run more smoothly. This means allowing them to benefit personally through skills development, social interaction, confidence building, and improved mental wellbeing.  
• Volunteering can open doors to employment or further training, helping you build a pool of experienced people you can draw on for future events.  

Read the Wigtown Book Festival case study to see how volunteers contributed to the festival’s success. 

Top tips for working with volunteers: 

Be clear 

• Define expectations clearly including responsibilities, hours, tasks, and duration. 
• Keep in regular contact throughout the event. This helps build the foundations of a strong relationship and reduces concerns or risk of withdrawal from the volunteer programme.  
• Where possible, arrange pre-event site visits and team introductions. Alternatively, share a video walkthrough in advance. 
• Share training opportunities and any available incentives. 

Be respectful 

• Understand why people are volunteering and aim to match them with suitable roles. For example, confident communicators may thrive in front-of-house roles, while others may prefer support tasks. 
• Never assign tasks that volunteers are uncomfortable with or unqualified to perform. Consider any access requirements sensitively and with the involvement of the prospective volunteer. 

Be responsible 

• As with staff, you have a duty of care to volunteers. Include volunteers in your workforce planning, within policies and risk assessments. 
• Deliver appropriate training and health and safety briefings. Volunteers may have no experience in event delivery, so it’s necessary to identify and mitigate risk. This is especially important if their role involves contact with the public or vulnerable groups. 
• Make reasonable adjustments for volunteers and staff with additional needs to create a more inclusive and accessible working and volunteering programme. 
• It’s best practice to appoint dedicated supervisors or a Head Volunteer to provide support. 

Be thankful 

• Cover reasonable out-of-pocket expenses such as travel and meals. 
• Recognise contributions through certificates, shout-outs in PR or social media, and post-event celebrations such as volunteer award ceremonies to show your appreciation. 
• Offer volunteers the chance to enjoy part of the event once their shift is complete. 

Resources: 

• Volunteer Scotland – provides guidance and resources for integrating volunteers effectively and safely across different sectors. 
• Volunteer Charter – sets out the rights and responsibilities of volunteers and organisations. 
• SCVO Volunteers – offers tools, policy advice and good practice guidance for managing and supporting volunteers in the third sector. 
• Spirit of 2012 – shares research-based recommendations for creating meaningful, inclusive and accessible volunteering opportunities. 
• The Purple Guide – more outdoor events industry-specific guidance can be found in the Purple Guide including effective recruitment strategies and best practice for managing volunteers. 

Event delivery places unique demands on staff and volunteers, so it’s important for organisers to consider wellbeing and safety in an event-specific context. This ensures teams are supported, safe and able to work effectively. 

Event organisers, concert promoters, contractors, subcontractors, freelancers and venue owners all have a statutory duty to comply with Health and Safety legislation and a duty of care to their workforce. They must ensure all staff and volunteers are engaged responsibly and managed safely throughout the project lifecycle. 

Events are fast-paced environments, so resource plans must be realistic and teams supported physically, mentally and emotionally. Clear communication, strong leadership and appropriate training help create a positive working environment that aligns with Fair Work principles. 

Assess and mitigate Risks

• Risk assessment – ensure your event’s risk assessment considers risks to employees, contractors and volunteers, and that mitigations are reflected in your management arrangements. 
• Welfare arrangements and support – consider what welfare arrangements and support are required for your workforce, especially those who are more remote, more exposed to the elements, are in crowded areas or placed in lone-working environments. 

Create realistic project timelines 

• Achievable plans – as part of your risk management plan, ensure the event’s action or project plan is realistic and staff are not expected to work excessive hours trying to achieve unrealistic milestones. 
• Contingency days – consider building in contingency days to your schedule to account for unforeseen issues or delays, especially for outdoor events that may be affected by inclement weather. 

Design realistic resource schedules 

• Rotas – ensure rotas are communicated to avoid staff being disturbed during rest periods or on days off. 
• Travel considerations – consider travel time and method for workers and volunteers to get to the event venue and back to their accommodation, particularly during unsociable hours. 
• Legal responsibilities – ensure you understand employer responsibilities regarding the Working Time Directive (also known as Working Time Regulations).  

Identify backup staff 

• Deputies – identify deputies to support primary staff roles when required, for example at peak times, so that key members of the team are not overwhelmed. 
• Business continuity – consider business continuity and contingency planning when designing your workforce structures, including identifying secondary ‘shadow’ representatives to ensure someone else can step into key roles if primary staff are unexpectedly absent. 
• Command structures – this is particularly important for larger events working within a command structure and time-limited environments. For example, identify a shadow Gold/Silver/Bronze commander in advance and fully brief and train them prior to the event. Involve these shadows in any test events or tabletop exercises and ensure they have access to relevant documentation. 

Be inclusive 

• Reasonable adjustments – if anyone in your workforce declares a disability, explore what reasonable adjustments can be made to ensure their wellbeing and comfort when working for you. For example, ensure access ramps are available for staff who use wheelchairs and quiet spaces are offered for neurodivergent workers. 

Ensure physical and mental wellbeing 

• Workforce care – events are powered by people, and can be physically and mentally demanding, so it is important to look after them, especially during event delivery. 
• Rest and welfare – ensure work schedules provide adequate breaks and that rest areas are available and their locations communicated. 
• PPE and medical provision – ensure your workforce has the necessary tools and personal protective equipment (PPE) to undertake the work they are doing and they are briefed on what medical provision is available to them and where. 
• Catering and hydration – if you are providing meals or refreshments for staff and volunteers, cater for any dietary requirements and make sure fresh drinking water is available across your venue or site. 
• Safety procedures – inform your workforce on protocols and policies and provide comprehensive, tailored information on safety procedures and emergency protocols so they know how to respond in the event of any incidents or emergencies. 
• Mental health support – signpost to any mental health support services available to your staff, encourage a culture of empathy and openness, and offer confidential support to prevent problems escalating. You can also inform your workforce about Breathing Space, a free confidential service for all people in Scotland to access mental health support. 
• Training – consider training your core team in mental health first aid – see Scotland’s Mental Health First Aid. 
• Communication – communicate who staff and volunteers should report to for guidance and support.