# Volunteer roster template for clubs (canteen, BBQ and match day)

## Weekly canteen roster template

The workhorse. One table per home game day, pinned to the canteen wall and published online.

| Shift     | Time        | Role                                                    | Volunteer 1 | Volunteer 2 | Notes                                      |
| --------- | ----------- | ------------------------------------------------------- | ----------- | ----------- | ------------------------------------------ |
| Set-up    | 7:45–8:30   | Unlock, urn on, pie warmer on, float in till, stock out |             |             | Keys: see canteen manager                  |
| Shift 1   | 8:30–10:00  | Serving — till and counter                              |             |             | Suits U8/U10 parents (kids play 10:15)     |
| Shift 2   | 10:00–11:30 | Serving — till and counter                              |             |             |                                            |
| BBQ 1     | 9:30–11:00  | BBQ — cook + server                                     |             |             | Gas bottle in shed; spare under bench      |
| Shift 3   | 11:30–13:00 | Serving — till and counter                              |             |             | Busiest shift — confident till person here |
| BBQ 2     | 11:00–12:30 | BBQ — cook + server                                     |             |             |                                            |
| Pack-down | 13:00–13:45 | Clean, restock list, count takings (two people)         |             |             | Takings counted by TWO people, always      |

Notes that make this template work:

- **Set-up and pack-down are their own shifts.** Leaving them implied means the first and last serving crews silently work double. Making them explicit jobs gets them filled.
- **Two people count the takings, every time.** Not because you distrust anyone — because a two-person count protects the counters. Your treasurer will thank you.
- **The notes column carries the tribal knowledge.** Where the gas bottle lives, what the float is, which coffee the referee gets. Every note written down is a phone call that never happens.

## Season master roster template

The season view spreads load fairly and shows everyone the plan up front. One row per home fixture, published pre-season with names filled progressively.

| Round | Date   | Fixture (home) | Canteen AM (×2) | Canteen PM (×2) | BBQ (×2) | Ground set-up (×2) | Scoreboard |
| ----- | ------ | -------------- | --------------- | --------------- | -------- | ------------------ | ---------- |
| 1     | [date] | vs [club]      |                 |                 |          |                    |            |
| 2     | [date] | vs [club]      |                 |                 |          |                    |            |
| 3     | [date] | vs [club]      |                 |                 |          |                    |            |
| …     |        |                |                 |                 |          |                    |            |

Run it with three rules:

1. **Publish the whole season empty, then fill it, rather than begging week by week.** People plan around a date they chose months out; nobody plans around Thursday's plea.
2. **Allocate by team, not by individual, for the baseline.** "Round 3 canteen belongs to the U12s" gives every team manager a small, fair recruiting job and caps any one family's load. Individuals then claim specific slots within their team's rounds.
3. **Track the tally.** A simple count of shifts per family across the season shows you instantly who's carried the club and who hasn't been asked yet — and turns "spread the load" from a slogan into a sort order.

## BBQ and event crew template

For the big one-offs — registration day sizzle, the major fundraiser, presentation day. Event crews need a coordinator column because these jobs have sequencing.

| Time        | Job                                                     | People needed   | Names | Coordinator notes                         |
| ----------- | ------------------------------------------------------- | --------------- | ----- | ----------------------------------------- |
| 7:00        | Collect bread, sausages, onions, ice (order pre-placed) | 1 + ute/trailer |       | Order confirmed Thursday                  |
| 8:00        | Site set-up: marquee, tables, signage, bins             | 3               |       | Marquee in container, code from secretary |
| 8:30–10:30  | BBQ crew A: 2 cooks, 1 server, 1 till                   | 4               |       | Gloves + tongs in green tub               |
| 10:30–12:30 | BBQ crew B (as above)                                   | 4               |       |                                           |
| 12:30–13:30 | Pack-down + clean + count takings                       | 3               |       | Two-person count, bag to treasurer        |

## Match-day duties roster template

The quiet jobs that make a home game run — perfect first asks for new families because they're short and low-skill.

| Duty                                     | When                     | People   | This week |
| ---------------------------------------- | ------------------------ | -------- | --------- |
| Ground set-up (flags, nets/posts, cones) | 45 min before first game | 2        |           |
| Team sheet / sign-in to association app  | 30 min before            | 1        |           |
| Scoreboard / timekeeper                  | During the game          | 1        |           |
| Oranges & drinks                         | Half-time                | 1 family |           |
| First-aid kit check + ice                | Before first game        | 1        |           |
| Ground pack-down                         | After last game          | 2        |           |

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Made with ClubHelix — https://clubhelix.com