Brief student event volunteers before their shift begins

Describe the role as a sequence of actions

Write what the helper should do at the beginning, during the shift and at the end. A welcome-desk role might involve checking the approved list, directing people to the room and referring booking problems to the event lead. Separate those tasks from responsibilities that belong to venue staff or trained personnel. Tell helpers what they should not attempt to decide on their own, such as changing capacity or dealing with an access problem without support. Keep the description short enough to remember during a busy arrival period. A clear role reduces both hesitation and well-intentioned actions that conflict with the event plan.

Walk through the immediate surroundings

Show helpers the entrance they will use, the event room, relevant facilities and the location of the event lead. Explain any approved route for attendees and how to direct someone who needs assistance. Follow venue staff guidance on emergency arrangements rather than creating a separate version for the society. Point out where personal belongings and event materials should go so neither blocks movement. If the role depends on a piece of equipment, arrange the required demonstration or training. Do not assume that someone who has volunteered at another event already knows the layout or procedures of this one.

Give helpers usable answers and a referral route

Provide the confirmed start and finish time, activity outline and information attendees are likely to ask for. Include a simple response for uncertainty: 'I will check with the event lead' is better than an invented answer. Identify a named contact, where they will be and how the helper can reach them. Check that this contact is available throughout the shift or has an agreed replacement. Keep any paper briefing on a shared clipboard or in the event folder if useful. Avoid including unnecessary personal information in a document that helpers may carry through public areas.

Check understanding with a realistic example

Ask the helper to talk through one likely situation, such as an attendee whose name is absent from the list or someone arriving at the wrong entrance. Use the answer to clarify the referral process, without turning the briefing into a test of confidence. Invite questions about the task, breaks and any arrangement the volunteer needs to participate. Explain how they should report feeling unable to continue a role or encountering a problem. A useful briefing makes it easy to ask for help early. It should not imply that volunteers are responsible for solving every difficulty simply because they are visible to attendees.

Include the shift change and close

Confirm when the helper can take a break, who covers them and what must be passed to the next person. At handover, mention changed instructions, unresolved enquiries and the location of materials. Give the final shift a clear closing task and tell them who confirms they can leave. Afterward, ask which part of the briefing was missing or difficult to use. Update the next version with those practical lessons. Existing notes and a short conversation are usually enough; the important resource is a lead who remains reachable and follows through when a volunteer raises a question.

Your next steps

• Define the role's actions and decision limits.
• Show helpers the venue and approved attendee route.
• Name an available contact for unresolved questions.
• Explain breaks, shift handover and closing responsibilities.

Keep planning

• Arrive for your first volunteer shift with the right questions
• Volunteer as an event marshal with a clearly defined position
• Staff a society fair stall with a clear volunteer rota
• Attend a careers networking event when you are going alone