During the Event

Setting Up

Arriving early gives you enough time to set up properly, make sure everything is in the right place and confirm that everyone helping knows what they’re responsible for.

It also allows you to deal with any unexpected issues before members arrive, so the event starts smoothly.

Capturing Attendees

Keeping an accurate record of who attends your event is important, as this information needs to be shared with the Member Communities Team. You can do this easily by setting up a sign‑in sheet at the entrance.

Photos aren’t essential, but they can be a great way to showcase your event and may be included in the volunteer newsletter or on the website if you send them to the Member Communities Team.

If you do take photos or videos, always make sure attendees know they’re being photographed and understand how the images will be used, and remember to get parental consent before photographing children.

Enjoy the Event

Once everything is running smoothly, give yourself a moment to pause and enjoy the occasion.

You’ve put in a lot of hard work to make the event happen, and it’s important to recognise and appreciate what you’ve achieved.