Volunteers

Managing your conference team is just as important as coordinating speakers or exhibitors, and Conference Pro makes it effortless—from staff onboarding and shift scheduling to communications and compliance within one conference management platform.

Dublin Irish Festival

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KulturModet

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Features

Volunteer Acquisition Forms

Create and share branded conference volunteer application forms tailored to your event.

  1. Collect key details up front, including availability, skills, role preferences, and custom data such as T-shirt sizes
  2. Share forms via a public link for easy global access and completion
  3. Returning volunteers can skip full applications and simply submit availability
  4. Option to collect a refundable volunteer deposit during signup

Features

Volunteer Self Select Shifts

Empower conference volunteers to choose their own shifts with flexible self-scheduling tools.

  1. Create shift schedules and allow selected roles to be self-assigned
  2. Volunteers can update their availability until scheduling is finalized
  3. Chosen shifts automatically populate both volunteer and organizer schedules
  4. Support public and private shifts for different conference roles or teams

Features

Panel & Talk Scheduling

Get your panels and talks sorted out with our smooth scheduling

  1. Set panel and talk times, stage allocations, and changeovers
  2. Drag, drop, and easily change schedules
  3. Internal and public views for one source of truth
  4. Shareable live schedules so changes are always visible

Features

Compile Staff Lists

Build comprehensive conference staff lists with roles, contact details, and shift assignments all in one place.

  1. Team leaders have their own dynamic conference schedules
  2. Volunteers can update availability until you lock scheduling
  3. Drag and drop volunteers into shifts for fast workforce planning
  4. View detailed profiles and assignments for all conference staff and volunteers

Features

Steward and Contracting Management

Manage conference staff, contractors, and volunteers through one streamlined workforce management workflow.

  1. Assign team members to conference shifts and roles
  2. Track scheduled versus worked hours across your event
  3. Provide staff and volunteer onboarding or induction forms within your conference management system

Features

Secure Logins for Team Members

Provide conference volunteers, staff, and contractors with secure direct links to upload required documents and manage their roles.

  1. Secure portal access for uploading agreements, certifications, or compliance documents
  2. Volunteer portal to view assigned conference shifts and schedules
  3. Allow volunteers to upload profile photos for conference badges or credentials

Features

Shift creation and Scheduling

Create detailed conference staff and volunteer shifts using calendar or list-based scheduling views.

  1. Import shift data into the conference management system via spreadsheet
  2. Define roles, dates, locations, and required team size for each shift
  3. Automatic conflict detection flags scheduling clashes
  4. Drag and drop shifts across days while reassigning volunteers simultaneously
  5. Switch between calendar and list views to suit your conference planning workflow

Features

Asset Allocations

Assign and manage conference equipment and operational assets—such as radios, carts, tools, or safety gear—with ease.

  1. Track who has each asset and its location to keep conference operations smooth, safe, and efficient
  2. Quickly search and manage items like radio numbers, channels, or equipment groups for onsite coordination

Features

Accreditation for Volunteers

Generate conference badge and access lists for check-in and access control teams.

  1. Each volunteer is assigned a unique QR-code credential compatible with Apple Wallet or Google Wallet
  2. A single conference credential can support entry, catering access, and shift check-in/out
  3. Badges can be issued after induction completion or optional payment, based on your workflow
  4. Create printable or digital access lists for check-in teams or enable live scanning onsite

Features

Catering and Perks

Manage conference volunteer catering and rewards with ease.

  1. Allocate meals for the days volunteers are scheduled to work
  2. Issue food or beverage tokens based on number of completed shifts
  3. Track catering and reward allocations alongside redemption counts
  4. Use the same volunteer QR credential for conference entry and catering access

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