EventRota

EventRota is rota and volunteer management software for organizing staff and volunteers at one-off events. Organizers can place people into positions and shifts with a rota grid, auto-fill, shuffle, drag-and-drop reassignment, and rotation sequences. Volunteers can set availability by shift and receive availability reminder emails. Organizers can share documents, announcements, key contacts, venue maps, and position maps; volunteers can view rotas, respond to invitations, check updates, and use the service in a mobile browser or app. EventRota is available on Android, iOS, and the web. The free plan covers up to 10 people and 200 emails. Paid plans are billed once per event: Small is $$30 for up to 30 people and 600 emails, Medium is $$50 for up to 75 people and 1,500 emails, and Large is $$100 for unlimited people and 4,000 emails. Email support is included on every plan, with replies within one working day. If an event uses its email allowance, sending pauses until an email top-up is added.

EventRota brings shift planning, volunteer availability, and event updates together for one-off workflows. Check the people and email limits for each plan before choosing one.

EventRota suits organizers coordinating volunteers for one-off events who need shift assignments, availability, and event information in one service. It is not intended for recurring schedules or timesheets.

EventRota is rota and volunteer-management software for organising people around a one-off event. It suits event teams that need assignments, availability, logistics and attendance in one place, with volunteers checking information on a phone or computer. Its focused event workflow is the reason to choose it; recurring schedules and timesheets are reasons to look elsewhere.

Overview

EventRota is designed around a single event rather than an ongoing workforce. Organisers coordinate staff and volunteers, while participants receive invitations, check their shifts and find operational information without needing a separate schedule and document system. The service supports Android, iOS and the web, so a volunteer can use an app or mobile browser.

That focus has a practical boundary: the product is not intended for recurring schedules or timesheets. Teams running festivals, fundraisers, conferences or similar one-off operations can stay within its model; organisations needing standing weekly rosters should use a different category of tool.

Key features

The rota grid lets organisers assign people to positions and shifts, then refine the result with auto-fill, shuffle, drag-and-drop reassignment and rotation sequences. Those controls are useful when a schedule changes late or when duties need to be distributed systematically, rather than edited one assignment at a time.

Volunteers set availability for individual shifts, and reminder emails can chase missing responses before assignments are final. Volunteers can view their rota, answer invitations, review availability, and open event maps and updates from the app or mobile browser. Organisers can attach documents, announcements, key contacts, venue maps and position maps, keeping practical instructions beside the schedule.

Shift scheduling, check-in and attendance, and custom signup forms are included. Every plan includes every feature, so moving up a tier increases headcount and email capacity rather than unlocking a different toolkit.

Security controls described for the service include TLS-encrypted connections, hashed passwords and role-based access. EventRota says it does not sell personal data or use it for advertising. Supabase provides database and authentication infrastructure, while Resend handles transactional email. Email support is included on every plan, with replies within one working day, and issues can also be reported from the in-app Help page.

Pricing

EventRota uses event-based pricing. The Free plan costs nothing event and supports up to 10 people and 200 emails, with every feature included. It is suitable for a small volunteer operation or a pilot, but the people and message ceilings leave little room for a larger event or repeated reminders.

Small costs $30 per event and raises capacity to 30 people and 600 emails, still with the full feature set. It fits a compact event where the free allowance is too tight. Medium costs $50 per event for up to 75 people and 1,500 emails, a more credible fit for a mid-sized volunteer team. Large costs $100 per event, removes the people cap and includes 4,000 emails, making it the clear choice when attendance can vary widely; email volume remains finite.

If an event reaches its included email allowance, sending pauses for that event until an email top-up is added. That makes invitation and reminder planning important, especially on Free and Small. The paid tiers are one-time, per-event charges rather than subscriptions, while the free tier has the strictest capacity limits.

Platforms

Native Android and iOS access is complemented by a web interface and mobile-browser use. That combination covers volunteers who install an app and those who prefer a link, without changing the event workflow.

Who it's for

EventRota is a strong match for organisers of one-off events who need a structured rota, volunteer availability collection, reminders and a central place for maps and instructions. Free works for up to 10 people; Small and Medium cover progressively larger teams, and Large removes the participant ceiling. It is a poor fit for recurring staff planning, timesheets or operations that require guaranteed continuous availability: the terms do not guarantee uptime, and features may change.

Pros and cons

• Pro: Every tier includes every feature, so a budget decision does not remove rota, attendance, forms or volunteer tools.
• Pro: Auto-fill, shuffle, drag-and-drop and rotation sequences provide several ways to build and repair a schedule.
• Pro: Maps, documents, contacts and announcements sit alongside each volunteer's rota.
• Pro: One-time event billing avoids an ongoing subscription for occasional organisers.
• Con: Email quotas can halt sending until a top-up is added, creating a communications risk near the event.
• Con: The free plan is capped at 10 people and 200 emails, limiting it to small events.
• Con: It is not intended for recurring rotas or timesheets, and uptime is not guaranteed.

Alternatives

Choose Serve.Love if a forever-free plan with all features and community support is more important than EventRota's event-based capacity tiers; its Professional plan is $63 a month.

SignUpGenius is worth considering for sign-up management, with a free plan offering unlimited sign-ups and paid tiers including custom questions.

Pick ephios if self-hosting or an open-source deployment is the priority.

GivePulse is an alternative for volunteer programmes with administrator, subgroup and custom-field limits that vary by plan.

Choose POINT for a free volunteer-management plan advertising unlimited volunteers and admins alongside scheduling, messaging and time tracking.

TeamKinetic suits organisations comparing a free community tier with paid monthly volunteer-management plans.

Vome is another freemium option, including a free Recruit plan with unlimited volunteers and admin seats.

WhenToHelp is a paid service with a free option for qualifying charities and defined volunteer and shift allowances.

For a wider comparison, see Event Volunteer Management Software.

Verdict

Choose EventRota for a one-off event that needs assignments, availability responses, reminders and on-site information in one workflow, especially when its per-event tiers match the expected headcount. Look elsewhere if you run recurring schedules, need timesheets, require guaranteed uptime or cannot risk an email allowance pausing communications.