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Case Study - Event Scheduling2010 World Equestrian Games Event Scheduling logo

Event Scheduling: 2010 World Equestrian Games

Case Study: Event Scheduling Software PDF


The FEI World Equestrian Games (WEG) is the world’s premier equestrian competition, crowning world champions in eight individual equestrian fields. The Games are held every four years, two years prior to the Olympics, and are notoriously rough-and-tumble – a concoction of sweat, blood and pure competition. In 2010 WEG left Europe for the first time, taking place in the United States at the Kentucky Horse Park from September 25 to October 10. It was the largest equestrian event ever held in North America, drawing hundreds of thousands of viewers, volunteers and staff to the United States for the American debut.

The Challenge

Rivaled only by the Olympics in terms of breadth, scale, and duration, the World Equestrian Games took place over a rigorous 11-day period in which volunteers coordinated much of the organization of the event. The staffing, scheduling, and event management requirements presented a challenge even for the most experienced planner. With over 10,000 volunteers and staff, it became obvious that a system for generating schedules, qualifying candidates, and tracking hours would be needed.

“At the core, we needed a tool we could use for scheduling, however the most important feature was the ability to put volunteers through what we call a ‘delivery process’ – recruitment, registration, selection, training, uniform and credential distribution,” stated Erin Faherty, Director of Volunteer Services for WEG. “When the entire process was scaled to 10,000 volunteer applicants, it became clear that finding an integrated system that could handle all scheduling and communication was a necessity.”

Shiftboard’s Online Event Scheduling Software

World Equestrian Games 2010 - Calendar Views
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Shiftboard provides its software platform as a software-as-a-service (SaaS) solution, meaning that the system was available to WEG almost immediately. Accessible at any point, day or night from any mobile or web browser, the platform was easily installed without any hardware or IT support requirements.

To effectively complete the recruitment process, Shiftboard’s event scheduling software provided a customized web registration form, branded with WEG’s look and feel, and completely integrated with the online worker database. Web registration kicked off the process, which was followed by a required interview for selection. Once a volunteer made it past the interview, they would have the ability to self-schedule for training, credentialing, and uniform distribution before being able to volunteer at the Games. Shiftboard’s effortless Bottoms-Up Scheduling™ method allowed workers to select optimal time slots to fit their own personal schedule and took the strain of scheduling off the backs of the event managers.

“The volunteers selected their own shifts, training, and uniform distribution according to their schedule. Try to imagine the nightmare of saying ‘uniform distribution is open’ and having 3,000 people show up,” Faherty said. The volunteers also expressed their approval of the new system – having a confirmed time slot meant no waiting in massive lines to pick up their new volunteer packets and no uncertainty about their upcoming schedule.

In addition to a seamless scheduling registration process, Shiftboard coordinated badge photo sessions for all volunteers and uploaded the picture files to WEG’s badge-making system. All badges were ready and waiting during uniform pickup, eliminating the tedious traditional method of credentialing workers.

“By using Shiftboard we were able to not only coordinate badge photos, but also upload contact information, security level clearance and have the badges ready for picking at the uniform distribution,” Faherty explained. “There are other software packages used by comparable large events that are very expensive, usually at least a million dollar IT investment. I think Shiftboard can compete well with those at very reasonable cost and without the complex IT infrastructure.”

The Results

Implementing Shiftboard made it easy for the World Equestrian event team to recruit and qualify volunteers, manage schedules and run real-time status reports, allowing them to put out any other event fires while maintaining clear communication with their staff. Through a mix of assigning critical shifts and eliminating the middleman with Shiftboard’s Bottoms-Up Scheduling™, Shiftboard provided volunteers with a flexible, streamlined online scheduling system that created a far superior event experience for all involved.

By using Shiftboard, WEG experienced:

  • Electronic recruitment tracking of 10,000 volunteer applicants through a multi-step process

  • Superior scheduling of more than 6,000 qualified volunteers filling nearly 30,000 shifts and 207,000 volunteer hours, in a fraction of the time it would have taken staff to organize in a traditional spreadsheet process

  • Cost savings with uniform and volunteer materials inventory tracking

  • Enhanced communication with the volunteer core, creating a streamlined event and happier workers

“Scheduling is never easy, but the ability to have a simple but powerful tool which also integrates so many other processes was great for our event management challenge.” Faherty reported. “I would recommend Shiftboard as a superior solution for any large-scale event.”


 

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“There are other software packages used by comparable large events that are very expensive, usually at least a million dollar IT investment. I think Shiftboard can compete well with those at very reasonable cost and without the complex IT infrastructure”

Erin Faherty
Director of Volunteer Services
2010 World Equestrian Games

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More benefits from Shiftboard’s event scheduling system:

Volunteer coordinators can manage any large scale, multi-step onboarding process

High volume self service for scheduling, uploading photos and completing applications

Volunteer coordinators can immediately message changes in time, location, etc. via Email and SMS/text

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