Amsterdam
Dance Event

My role

Project Coordination
& Volunteer Management.

• Manage the full volunteer recruitment process, from first contact with prospective participants through registration, event selection, confirmation and final assignment.
• Contact and engage 750+ prospective participants, guiding interested volunteers toward the events and shifts with the highest staffing requirements.
• Maintain the staffing overview across the ADE programme, monitoring registrations, open positions, cancellations, replacements and personnel coverage across simultaneous events.
• Translate approved staffing requirements into operational shifts, preparing roles, timings and personnel needs and updating them as event requirements change.
• Manage volunteer communication and onboarding, answering questions, confirming assignments, organising event WhatsApp groups and ensuring participants receive the information required for their shifts.
• Prepare and maintain operational staffing documentation, including check-in sheets, personnel details, shift information and the central staffing overview used across the programme.
• Support live operations across multiple venues, working with Project Managers and Crew Managers to resolve staffing gaps, cancellations, no-shows and last-minute operational changes.
• Coordinate real-time replacements when required, reallocating available personnel and stepping directly into a critical operational shift when immediate coverage is the fastest solution.
• Support post-event evaluation and aftercare, consolidating feedback, staffing issues and operational observations after the ADE programme.

Project context

Pre-production combines recruitment, staffing setup and the continuous update of seven parallel client operations. Approved requirements are translated into shifts and staffing needs, while registrations, availability and open positions are monitored across the programme. Recruitment remains active throughout the preparation period, with new volunteers directed toward the events where additional coverage is required.

During ADE week, multiple venues operate simultaneously and staffing conditions continue to change through cancellations, no-shows and revised requirements. I work across the different locations with the internal project team and Crew Managers, maintaining the personnel overview, coordinating replacements and responding to staffing issues as they develop across the programme.