From May 28th until June 1st the German Gymnastics Festival 2025 took place in Leipzig, Germany. With 80.000 active participants and hundred thousands of visitors it is one of the largest grass root sport festivals in the world.
Around 2.000 volunteers were supporting the event and were managed with the well-known Eventvolunteers software solution. The software solution enables the volunteers to access their shift plan via mobile app and offers them an integrated direct chat with the volunteer center. Additionally, the 3.000 technical officials at the event were also using the Eventvolunteers solution.
More than 5.000 volunteers and technical officials were managed with the Eventvolunteers system, which marks our biggest event to date. In the last year we had made some improvements to facilitate the processing of larger data sets which worked smoothly.
Besides volunteers the technical officials at the event were also managed with the Eventvolunteers system. Additional questions regarding further qualifications and availabilities were added as part of the registration. With the mobile app the technical officials could access their shift plan and communicate with each other.
The payroll for the technical officials was also managed through the Eventvolunteers system and calculated based on the shifts performed. The check-in function of the app was used, templates for the lump sum of voluntary work were registered and an interface for the payments were established.
A good and easy to use App to manage volunteers at events
I used the app for the Turnfest event and liked it a lot. It was very easy to stay up to date on adapted shift times with the push notifications.
As volunteers at the International Deutsche Turnfest Leipzig 2025 we used the app on a daily level.
Even for questions beyond our shifts we could get the answers through the app. We were very happy with the app!
…it’s a great support for such big events.
The app functions well, is easy to use and very clear👍
Perfect for our tasks as volunteers.
With the Eventvolunteers app, all volunteers and technical officials received their shift plans digitally at the longtime existing and traditional Deutschen Turnfest.
More than 5.000 volunteers and technical officials were able to check when they were scheduled where, having an overview of their tasks, shift teams and a direct link to their local point of contact.
Within one shift multiple job titles can be deployed. This way competitions with multiple disciplines can be administered easily. Additionally, specific tasks can be allocated in one shift. At the Turnfest, these were for example different scoring tasks of the technical officials in specific disciplines.
It’s possible to add up to 7 individual questions in the system. These questions are answered by the volunteer during the registration process.
Furthermore, for each functional area, up to 5 additional questions can be defined. These questions can be accessed and answered through the profile of the volunteer. With this feature, additional information about the specific functional area of concern can be collected.
In the case of short notice changes to shift planning, volunteers automatically receive a push notification - - i.e. if the shift start time changes or missions are added or deleted short notice.
Besides the volunteer profile, now also an event portal is available on the Eventvolunteers website. Functionalities include further information on the mission, the option to answer additional functional area specific questions and the pdf. download of the shift plan and the volunteer certificate. Also, a link to the mobile app and the volunteer handbook is provided. The portal also supports the small percentage of non-app users.
At different points in the application, volunteers can be added to the clipboard, to use them at other points again. This way a certain group of volunteers can be copied from one shift to another.
For each venue an address can be added which then shows the venue on a map in the mobile app, helping the volunteers to orientate. In our desktop app, the Volunteer-Explorer, we now offer a map overview of alle venues. Additionally, it is possible to categorize venues as competition venues, accommodations or volunteer centers.
Click here for a complete list of events where Eventvolunteers software was used.