Step by step
Do this first.
Manage volunteers
Prepare
Manage volunteers
Swipe
Invite by exact email
Add volunteers by exact b54 member email. They accept in their dashboard.
Cover the essential roles
Cover check-in, projects, and media at minimum.
Plan shifts and handovers
Use two-to-four-hour shifts with a 15-minute overlap and record every change in the platform.
Brief before doors open
Brief everyone before doors open: map, exits, first aid, conduct, incident reporting, data limits.
Respond to incidents
In an incident: stop harm, call the lead, preserve privacy, record facts, hand off.
Record actual service
Record present or absent within 48 hours. Certificates follow recorded service.
48-hour readiness check
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Build the team
Add volunteers by exact b54 member email; never browse or export a member list. Give each person one primary role, written responsibilities, a named supervisor, and a shift. The invitation stays inactive until the member accepts it in their volunteer dashboard. Required coverage is check-in, projects and submissions, and media. Add operations, participant support, logistics, safety and meal-service roles only where needed.
Use short, dependable shifts
For long days prefer two-to-four-hour shifts, a scheduled break, and about 15 minutes of overlap for handover. Record every change in the platform; a WhatsApp swap is not complete until the assignment is updated. Keep one standby runner where possible. A zone lead should normally supervise no more than five-to-eight people.
Briefing gate
Send role instructions in advance, then conduct an event-specific briefing even for returning volunteers. Cover the venue map, exits, first aid, conduct and safeguarding, private incident reporting, attendee-data limits, check-in search, media opt-outs, equipment, shared operations channel, named escalation contacts and shift handover. Pair new people with an experienced lead. Record the briefing before doors open.
Event-day control
Volunteers arrive 15–30 minutes early, sign in, collect a visible role marker and confirm their supervisor. They use the minimum data required for the immediate task. Registration volunteers search for one person; medical, accessibility and emergency details stay with the named welfare lead. In an incident: stop immediate harm, contact the zone lead or emergency service, preserve privacy, record facts and hand off—do not investigate or act as a hero.
Close the operation
At shift end, hand over unresolved work, sign out, return badges or devices, and record present, absent or early departure no later than 48 hours after the shift. Reconcile incidents, lost property, access and equipment before release. Remove temporary roster and channel access immediately. Hold a 15-minute same-day hotwash and record changes within 48 hours. A volunteer certificate is earned only after present service is recorded.
These controls adapt EuroPython and FOSDEM role, coordination, handover and cleanup practices; Oxfam festival steward training and supervision; and EU data-minimisation and informed-consent standards for distributed African campus delivery.