What communication tools can you use to coordinate your event staff and volunteers?

1 Phone calls and text messages

Phone calls and text messages are the most basic and widely available communication tools that you can use for your live event. They are ideal for quick and urgent updates, confirmations, or instructions, as well as for reaching out to people who may not have access to other platforms. However, phone calls and text messages also have some limitations, such as cost, signal, battery, and privacy issues. To overcome these challenges, you should create a contact list of your staff and volunteers, assign roles and responsibilities, and establish a clear protocol for when and how to use phone calls and text messages.

2 Radio and walkie-talkies

Radio and walkie-talkies are another popular communication tool for live events, especially for large-scale or outdoor events that involve multiple locations, teams, or activities. They are easy to use, reliable, and secure, as they do not depend on internet or cellular networks. They also allow you to communicate with multiple people at once, using different channels or frequencies. However, radio and walkie-talkies also have some drawbacks, such as interference, noise, range, and battery life. To optimize your use of radio and walkie-talkies, you should invest in quality devices, train your staff and volunteers on how to operate them, and create a clear communication plan and etiquette.

3 Online platforms and apps

Online platforms and apps are the most versatile and advanced communication tools that you can use for your live event. They offer a range of features and functions, such as video calls, group chats, file sharing, calendars, polls, surveys, and more. They also enable you to communicate with your staff and volunteers before, during, and after the event, using different devices and formats. However, online platforms and apps also have some challenges, such as compatibility, accessibility, security, and data usage. To make the best use of online platforms and apps, you should select the ones that meet your event needs and preferences, test them beforehand, and provide adequate support and guidance to your staff and volunteers.

4 Face-to-face meetings

Face-to-face meetings are the most personal and effective communication tool that you can use for your live event. They allow you to build rapport, trust, and teamwork among your staff and volunteers, as well as to convey complex or sensitive information, feedback, or instructions. They also give you the opportunity to observe and address any issues or concerns that may arise during the event. However, face-to-face meetings also have some limitations, such as time, space, and availability. To maximize your face-to-face meetings, you should schedule them in advance, choose a convenient and comfortable location, and prepare an agenda and a follow-up.

5 Communication boards and signs

Communication boards and signs are the most visual and accessible communication tool that you can use for your live event. They help you to display important or relevant information, such as schedules, maps, directions, rules, or announcements, to your staff and volunteers, as well as to your attendees or guests. They also enhance the aesthetics and branding of your event, creating a professional and engaging atmosphere. However, communication boards and signs also have some challenges, such as design, placement, and maintenance. To optimize your communication boards and signs, you should use clear and consistent fonts, colors, and images, position them strategically and visibly, and update them regularly.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?