# Event volunteer sign-up page and shift-intake worksheet

Editable working copy — English. Replace every bracketed prompt with facts approved by the event owner. A submitted request is not an assignment unless your actual process makes and confirms one.

## 1. Public page skeleton

**Page title:** Volunteer at [event name and edition]

**Short introduction:** Help with [confirmed event purpose] on [date(s)] at [venue or online location]. Review the roles and times below, then [express interest / request a shift / reserve a slot through the named tool]. [Responsible team] will [describe the actual next step].

**What this form does:** [Choose exactly one and delete the others.]

- **Interest:** “Tell us which role interests you. A coordinator will contact you about available shifts.”
- **Request:** “Request one or more preferred shifts. We will review capacity and confirm any assignment separately.”
- **Immediate booking:** “Choose an available shift and receive its assignment confirmation through [verified tool].” Use only after testing the capacity control and confirmation.

**Role and shift cards:** Repeat a card for each real option. Link to the approved full role brief if more detail is needed.

> **[Role name] — [open / request under review / full / closed]**
>
> - Task: [specific activity and boundary]
> - Date and time: [day, start, end, local time zone]
> - Report to: [public entrance or check-in point, role contact route]
> - Confirmed support: [briefing, equipment, break or other approved fact]
> What happens after I request this: [accurate state and next step]

**Form action label:** [Express interest / Request this shift / Book this available shift]

**Question route:** Questions about shifts or individual arrival/support needs: [monitored contact route and owner].

**Closed-page copy:** Sign-ups for [edition] are [closed / paused while requests are reviewed]. [If staffed: Contact route for a real question.] [If appropriate: Link to next edition or future-interest page.] Do not leave the old form accepting unseen requests.

## 2. Role and shift source matrix

| Shift ID | Approved role/task source | Date, start/end and zone | Public reporting point | Capacity owner and source | Public status and tool behavior | Last checked |
| --- | --- | --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |
| [ ] | [ ] | [ ] | [ ] | [ ] | [ ] | [ ] |

**If several shifts are selected, the selection means:** [alternatives / every selected shift / other stated rule].

**Who resolves overlapping requests:** [ ]  **How a role is marked full or closed:** [ ]

## 3. Form field and response route

Add only fields needed for this initial decision. Keep private or later operational questions in a controlled follow-up, if required.

| Field or control | Why it is needed now | Required? | Visible label and instruction | Where response goes | Test case |
| --- | --- | --- | --- | --- | --- |
| Name | [ ] | [ ] | [ ] | [ ] | [ ] |
| Contact route | [ ] | [ ] | [ ] | [ ] | [ ] |
| Role / shift choice | [ ] | [ ] | [ ] | [ ] | [ ] |
| Alternative availability, if used | [ ] | [ ] | [ ] | [ ] | [ ] |
| Event-specific question, if justified | [ ] | [ ] | [ ] | [ ] | [ ] |

**Published form URL:** [ ]  **Editor:** [ ]  **Response owner / inbox or dashboard:** [ ]

**Account or sign-in requirement observed as a new applicant:** [ ]

**Response capacity behavior, tested with a controlled scenario:** [ ]

## 4. Status and confirmation wording

| State in the actual workflow | Who changes it | Applicant-facing wording | Staff evidence or next action |
| --- | --- | --- | --- |
| Received | [ ] | “We received your request for [shift]. This is not an assignment. [Actual next step].” | [ ] |
| Under review | [ ] | [Only if this state is communicated] | [ ] |
| Assigned | [ ] | “You are assigned to [role] on [date], [start–end and zone]. Report to [point]. [Briefing/contact].” | [ ] |
| No available place | [ ] | “We cannot assign [shift]. [Real alternative or closure route].” | [ ] |

**If a response copy or automatic email fails:** [monitored contact route and owner].

## 5. Public release and ongoing checks

Use unmistakably synthetic test data and the published URL without editor access. Remove the test response through your normal team process.

| Check | Result / device / test shift | Owner | Observed at |
| --- | --- | --- | --- |
| Role, time zone, entrance and status match approved source | [ ] | [ ] | [ ] |
| The button promises interest, request or immediate booking accurately | [ ] | [ ] | [ ] |
| Form and direct link open without unexpected sign-in | [ ] | [ ] | [ ] |
| Phone: role details, controls and confirmation remain usable | [ ] | [ ] | [ ] |
| Keyboard: fields, errors, submit and embedded-form exit | [ ] | [ ] | [ ] |
| Empty, invalid and duplicate submissions behave as expected | [ ] | [ ] | [ ] |
| Sample response reaches the named staff owner | [ ] | [ ] | [ ] |
| Receipt and later assignment messages state different outcomes | [ ] | [ ] | [ ] |
| Full/closed status and old flyer links lead to a truthful page | [ ] | [ ] | [ ] |

**Release approval:** [ ]  **Public page URL:** [ ]  **Published time with zone:** [ ]

**Review cadence during recruitment:** [ ]  **Who closes the page after the event:** [ ]