Expo Doha2023: Screening 50,000 volunteer applications

Introduction

Expo 2023 Doha Qatar is an event that showcases innovation, sustainability, culture, and entertainment. Building upon the tremendous success of the World Cup Soccer event held in the same year, the event spans four months, drawing in a staggering 3 million visitors.

Encompassing a vast area of 1.7 million square meters and featuring multiple event zones, this grand occasion relies on the dedication and hard work of over 2,000 volunteers to make it an unforgettable experience.

“A Green Desert, A Better Environment” is the theme and as world leaders make bold statements at COP24 with their ambitions of making a more sustainable environment and better future.

This decision to utilise Rosterfy as their volunteer management software was not solely based on functionality, but also their experience with previous events such as the Super Bowl, The Special Olympics World Games and other global sporting events.

The Challenge

To bring an event as grand as Expo 2023 Doha to life, a dedicated team of experienced individuals and volunteers was essential.

To effectively handle the influx of applications, Doha 2023 utilised Rosterfy to set up a robust support framework to help screen and onboard over 50,000 volunteer applications. In total, the event required over 2,000 volunteers, each expected to complete specific forms and provide necessary information based on their desired roles.

The Solution

Utilising automations to manage large scale events

Doha 2023 utilised Rosterfy to set up custom automated onboarding workflows with specific criteria to help screen the huge number of volunteer applications. The automations helped to relieve the pressure of the admin team, allowing them to focus more effectively on the event itself and a more engaging volunteer experience.

A diverse and inclusive volunteer program

With volunteers from all around the country (including international volunteers) communication in multiple languages was essential in delivering a diverse and inclusive volunteer program. 

With Rosterfy available in 11 different languages, the team were able to connect with volunteers from around the world and create a truly inclusive and diverse volunteer program.

Automated onboarding to streamline the volunteer experience

Ensuring that volunteers are guided through the application process and onboarded effectively is crucial to guarantee that all stages of the application are completed and that any required training is provided. This not only helps streamline the volunteer experience but also ensures that they are fully prepared to fulfill their roles and make a positive impact in their communities.

Rosterfy’s innovative step-by-step recruitment journeys streamlined what could be a daunting process on any other platform, allowing for automated workflows that delivered on efficiency and engagement.

Group management

The Volunteer Program team at Expo 2023 Doha introduced what they called their “Pioneer Program” to help them identify their most experienced volunteers and gain the most value from their skills.

Using Rosterfy they were able to group certain volunteers with particular skills or experience and communicate to them separately. If they needed to deliver particular messages to the wider team they could communicate directly with the “Pioneer Program” volunteers first to help spread that message.

World class support

World-Class events need world-class support from their software providers – that’s the Rosterfy difference maker.

The support received from Rosterfy included solving challenges beyond just admin support  including the creation of innovative solutions to continue to improve their program, saving them more time and introducing efficiencies throughout the event’s duration.

Key factors to consider for a successful major event volunteer program, as recommended by Manar Adel:

• Take advantage of automation: Implementing automation in your volunteer program is crucial for efficiently managing administrative tasks and communicating with a large number of volunteers. With Rosterfy, you can establish specific criteria and automate various tasks, allowing your team to focus more effectively on the event itself and providing a more engaging experience for volunteers.
• Cater to international volunteers: Managing a diverse group of volunteers, especially international ones, can be a challenge. It’s important to ensure effective communication and provide opportunities in multiple languages. Fortunately, Rosterfy’s Volunteer Portal offers availability in 11 different languages, making it easier than ever to connect with volunteers from around the world and create a truly inclusive and diverse volunteer program.
• Utilise a user-friendly management system: Choosing the right management system is vital for the success of your volunteer program. Rosterfy’s user-friendly interface, which Manar was already familiar with through other major events in Qatar, made the whole process easily understood for both the management team and volunteers. This familiarity and ease of use can streamline operations and ensure a smooth experience for everyone involved.

The Impact

Countless Volunteer Management Software solutions allow organisations to create a database of dependable individuals who can support their cause. However, Rosterfy stands out by revolutionising how organisations can effortlessly provide a seamless, polished, and consistent experience time after time.