The future of sports event volunteer programs: How an engaged community elevates the
guest and athlete experience

Key findings

• 75.7 million Americans (28% of the population) formally volunteered in the year to September 2023, contributing 4.99 billion hours worth an estimated $167 billion (AmeriCorps & U.S. Census Bureau, Nov 2024)
• 16–17 year olds now have the highest formal volunteering rate of any age group, at 34%
• Organizations using Rosterfy report up to a 75% reduction in day-to-day admin time and 80% typical volunteer retention
• The Golf Association of Philadelphia cut manual admin time by 75% while managing 450+ volunteers across 200+ event days a year
• The Special Olympics World Games in Berlin coordinated 16,000+ volunteers across 17 venues, screening 56,116 registrations for 9,227 shifts

This guide provides volunteer coordinators and heads of events with actionable strategies for transitioning sports event volunteer management from manual, spreadsheet-heavy administration to a scalable, digital-first operation.

You will learn how modernizing to a self-service platform eliminates administrative burdens—reducing manual labor by up to 75%—and resolves critical operational pain points such as attendance uncertainties, volunteer turnover, and complex compliance tracking for background checks and certifications. Through real-world case studies from organizations like the Golf Association of Philadelphia, MUDGIRL, Formula E, and the Special Olympics World Games, you will gain insights into managing high-volume recruitment surges, implementing group and family volunteering, navigating international data residency requirements, and leveraging post-event data to boost retention.

Additionally, the guide outlines how to directly connect volunteer engagement with an elevated athlete and guest experience while building a compelling, ROI-driven business case for leadership and board members.

Insights from the experts

We asked Golf Association of Philadelphia about the steps they have taken to grow their community and extend the reach of their sport beyond their expectations. Before you hit play, here’s a preview of what’s inside.

1. The problem isn’t recruitment — it’s friction.
Nearly a third of Americans volunteer formally each year, and more than a third who don’t, want to. So why the gap? Laura Heien (Golf Association of Philadelphia) and marathon runner Shannon Dority unpack what’s really standing between interested people and a great volunteer experience — and it’s not what most organizations assume.

2. Athletes and guests only notice volunteers when something goes wrong.
As a runner who’s completed the London Marathon and Walt Disney World Marathon, Shannon offers a rare perspective most volunteer programs never hear directly: what it actually feels like on the other side. Her take on what makes an event “just skim” without friction is one of the most quotable moments of the session.

3. A 129-year-old golf association cut admin time by 75% — without losing the personal touch.
Laura shares exactly how the Golf Association of Philadelphia moved off spreadsheets and a legacy database to give volunteers more autonomy, automate compliance checks, and free up staff time for the relationships that actually keep volunteers coming back.

Watch the full 30-minute session below to hear it directly from Laura and Shannon.

FAQ: Common questions around sports based volunteer programs

What is volunteer management software for sports events?
Volunteer management software automates the recruitment, onboarding, scheduling, background-check compliance, and communication involved in running large volunteer programs — replacing manual spreadsheets and email chains.

How much time can sports organizations save by digitizing volunteer management?
Organizations profiled in this guide report automating up to 75% of day-to-day admin work and saving roughly 50% of coordinator time through automated workflows.

How many volunteers does the Special Olympics World Games manage?
The Special Olympics World Games in Berlin coordinated more than 16,000 volunteers across 17 venues, screening 56,116 applications for 9,227 available shifts.

What is “family volunteering” and why does it improve retention?
Family volunteering lets parents register children under one account and schedules sports clubs, friend groups, or families together as a unit. MUDGIRL’s parent company Sportera uses this to turn volunteering into a repeatable tradition rather than a one-off task.

How does data residency affect international volunteer programs?
For events with cross-border volunteers, hosting data in the country where the event takes place resolves local data-protection concerns that otherwise stall program launches — this was a key factor for Formula E’s rollout in markets like Tokyo.

About Rosterfy

Rosterfy is an end-to-end volunteer management platform that automates administration, streamlines operations, and helps organizations recruit, engage, and retain volunteers at scale.