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Event Volunteer Role
Volunteer Coordinator
As a Volunteer Coordinator, you’ll play a vital leadership role in shaping a successful and welcoming FIRST event by recruiting, assigning, and supporting the volunteer team from start to finish. If you enjoy organizing logistics, communicating with purpose, and inspiring others, this key role lets you help make the event experience memorable for every volunteer, team, and guest.
Volunteer as a Volunteer Coordinator
The Volunteer Coordinator plays a key leadership role in ensuring a successful, welcoming, and well-staffed FIRST event by recruiting, assigning, and supporting volunteers before and during the event. Working closely with the Program Delivery Partner, Tournament/Event Director, and other key volunteers, the Volunteer Coordinator helps create a positive and organized volunteer experience for everyone involved.
Minimum Age: 21 years old
Experience: Both FIRST and related experience required
Training: Significant pre-event training required
Role Details:
- Proficient use of technology required - email, navigation of websites, online forms, spreadsheets
- Ability to supervise, manage, and evaluate volunteers required
- Volunteers should focus on the role they are filling at that event. This includes:
- Helping avoid the appearance of bias by not cheering for one specific team when wearing official event apparel (volunteer shirt or FIRST/Partner staff clothing). Instead, we encourage volunteers to cheer for all teams equally.
- Refrain from accessing sensitive event areas unless they are necessary to fulfill your volunteer role for this event. This can include playing field access, scoring table and judging rooms.
- Wearing volunteer specific apparel (e.g. FTA shirt, Robot Inspector hat, etc) only when filling that specific role
- Must read and comply with the Volunteer Handbook
Role Responsibilities:
- Pre-Event Responsibilities:
- Recruit, assign, and confirm all event volunteers in the FIRST Volunteer Management System (VMS), in coordination with key volunteers (e.g., Judge Advisor, Head Referee).
- Communicate regularly with registered volunteers regarding event details, schedules, training, and required screenings (e.g., Youth Protection Program).
- Inform key volunteers of dates for training and ensure volunteers complete their required training and certifications on time.
- Collaborate with the planning team or Program Delivery Partner to determine volunteer needs and event staffing levels and ensure they have updated meal counts and special dietary requests.
- Prepare volunteer materials such as name badges, sign-in sheets, paperwork, and apparel orders.
- Maintain confidentiality of volunteer information in accordance with FIRST Privacy Policy.
- Attend event planning meetings and assist with building a supportive and informed volunteer team.
- Event-Day Responsibilities:
- Serve as the primary point of contact for volunteers on-site.
- Check in volunteers, provide materials, and assist with walk-on or unassigned volunteers.
- Monitor volunteer satisfaction and address any issues or scheduling conflicts as they arise.
- Provide support, encouragement, and problem-solving throughout the day to help volunteers feel valued and prepared.
- Collaborate with event staff and key volunteers to adjust roles or shift coverage as needed.
- Maintain a professional, team-focused environment around the venue, including near competition areas.
- Post-Event Responsibilities:
- Thank volunteers and support any follow-up communications or feedback requests.
- Share observations or suggestions with the planning team and/or FIRST to improve future events.
- Submit any required documentation or event reports related to volunteer participation.
Reports to: varies by program (see below)
Volunteer as a Volunteer Coordinator in four distinct FIRST programs
Learn more about volunteering as a Volunteer Coordinator in each program.
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FIRST LEGO League Explore
Program Role DetailsVolunteer Coordinator with FIRST LEGO League Explore
Responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving
- Works closely with the Tournament Director and venue on all volunteer logistics, including pre-event planning and communication
- *Please note, this is a key position that involves a large amount of work in advance of the event
Reports to: Festival Organizer
Role Resources:
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FIRST LEGO League Challenge
Program Role DetailsVolunteer Coordinator with FIRST LEGO League Challenge
Key Volunteer Role, responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving.
- Works closely with the Tournament Director and venue on all volunteer logistics, including pre-event planning and communication.
- *Please note, this is a key position that involves a large amount of work in advance of the event; individuals should only sign up for this role if directed to do so by a FIRST LEGO League Operational Partner or FIRST LEGO League Tournament Director.
Reports to: Tournament Director
Role Resources:
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FIRST Tech Challenge
Program Role DetailsVolunteer Coordinator with FIRST Tech Challenge
The volunteer coordinator is responsible for recruiting the necessary volunteers needed to run a successful FIRST Tech Challenge event and is the onsite point of contact for specific roles.
- When serving in the role of Volunteer Coordinator, on-site at the event, a VC may not volunteer in another volunteer role (such as referee, judge, robot inspector, etc)
- A VC may step in temporarily to help in non-key volunteer roles, to help with tasks or give a volunteer a break
- A VC may fill a key volunteer role, on-site at the event, if they are not serving as the Volunteer Coordinator-on-site
- Please note, this is a key position that involves a large amount of work in advance of the event
- Responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving
- Works closely with the Event Director and venue on all volunteer logistics, including pre-event planning and communication
Reports to: Volunteer Coordinators work in partnership with FIRST staff, Program Delivery Partners (PDPs), and Event Directors to deliver a high-quality event experience to teams. VCs collaborate closely with event staff, FIRST staff, and PDPs to ensure a successful event. VCs may also consult with the Global Volunteer Coordinators or FIRST staff on aspects related to their role responsibilities.
Role Training:
- Data Privacy and Protection Training is required through FIRST Training.
- FIRST Training course
- Monthly Volunteer calls and additional materials provided throughout the season
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FIRST Robotics Competition
program role detailsVolunteer Coordinator with FIRST Robotics Competition
- When serving in the role of Volunteer Coordinator, on-site at the event, a VC may not volunteer in another volunteer role (such as referee, judge, robot inspector, etc)
- A VC may step in temporarily to help in non-key volunteer roles, to help with tasks or give a volunteer a break
- A VC may fill a key volunteer role, on-site at the event, if they are not serving as the Volunteer Coordinator on-site
- Read and review the files posted in the VC Box
- Work with Program Delivery Partner/Planning Committee to produce the volunteer page for the event program book, as applicable
- Order volunteer apparel and material through FIRST volunteer ordering site by the deadline set by FIRST - consult with local leadership before placing the order
• Must attend the daily meeting(s) conducted by Event Manager
Nomination:
- The Volunteer Coordinator is submitted by the Planning Committee via the Program Delivery Partner. Once submitted, the individual must be approved through FIRST and the Global Volunteer Coordinators. Once approved the candidate will be contacted and assigned by FIRST.
Volunteer Time Commitment:
- Pre-event Commitment
- September-December: Approx. 10 hours per week
- January - February: Approx. 15 hours per week
- March - April: Approx. 20 hours per week
- Pre-event training calls, emails, and slack updates
- During Event Commitment
- Setup Day (half day commitment)
- Minimum 2 full day commitment (Districts)
- Minimum 3 full day commitment (Regionals)
Role Training:
- Training occurs throughout the year from FIRST. Training will be provided via regularly scheduled email blasts, webinars, and written material.
- Data Privacy and Protection Training is required through FIRST Training.
Reports to: Volunteer Coordinators work in partnership with FIRST staff and Program Delivery Partners (PDPs) to deliver a high-quality event experience to teams. VCs collaborate closely with event staff, FIRST staff, and PDPs to ensure a successful event. VCs may also consult with the Co-Global Volunteer Coordinators or FIRST staff on aspects related to their role responsibilities.
Role Resources:
- When serving in the role of Volunteer Coordinator, on-site at the event, a VC may not volunteer in another volunteer role (such as referee, judge, robot inspector, etc)
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FIRST Championship
Championship Role DetailsVolunteer Coordinator at FIRST Championship
This role is available in the following programs at Championship with the additional requirements below:
FIRST Tech Challenge and FIRST Robotics Competition:
- Championship Volunteer Coordinators have different responsibilities than a traditional Volunteer Coordinator. At FIRST Championship, all Volunteer Coordinators focus solely on volunteers at the event and there is limited pre-work.
- All Championship Volunteer Coordinators are volunteer advocates and lead cheerleader for their assigned area. Depending on assignment, this role may support Competition Fields, Pits, Practice Fields, or Special Operations.
- All Volunteer Coordinators:
- Touch base with each volunteer in assigned area throughout each day and ensure that every volunteer is appreciated, and that any needs or concerns are resolved as efficiently and graciously as possible.
- Ensure volunteers have supplies and resources to do their roles
- Ensure all volunteers are staying hydrated and receiving meal breaks
- Assist with accessibility needs, request assistance from Pit Admin and/or FIRST Staff as needed
- Notify Global Volunteer Coordinators and/or Special Ops VC of any gaps in volunteer needs
- Required to complete Data Privacy and Protection Training through FIRST Training
- Competition Field-Specific Responsibilities:
- Ensure everyone on the field has proper field access; if not ask the person to leave or notify FIRST Staff
- Remain alert to safety concerns and notify FIRST Staff if needed
- Assist with ADA crowd control, request assistance from FIRST Staff as needed
- Take attendance of the assigned field volunteers at least twice daily, in the morning and after lunch, to ensure volunteers are returning to their assigned shifts and are also returning the following day
- Touch base with key volunteers at beginning of the day, share updates and important information for the daily operations
- Conduct a wrap-up meeting at the end of the day, another chance to ensure volunteers are returning the following day
- Bring any/all changes in volunteer field assignments (swaps) to the Global Volunteer Coordinators and/or Special Ops VC for confirmation
- Pit-Specific Responsibilities:
- Remain alert to safety concerns and notify Pit Admin and/or FIRST Staff as needed
- Walk the pits at least three (3) times daily to ensure volunteer positions are filled, taking a lunch break and returning the following day
- Act as a host to the Suppliers in the Robot Service Center throughout the event (make sure Suppliers know who you are, why you’re there, and how to get you if needed)
- Assist suppliers in the Robot Service Center with all needs, alert FIRST Staff if needed.
- Bring any/all changes in volunteer division assignments (swaps) to the Global Volunteer Coordinators and/or Special Ops VC for confirmation
- Practice Field-Specific Responsibilities:
- Remain alert to safety concerns and notify Pit Admin and/or FIRST Staff as needed
- Assist with accessibility needs, request assistance from Pit Admin and/or FIRST Staff as needed
- Walk the practice fields in the Practice Area at least three (3) times daily to ensure volunteer positions are filled, taking a lunch break and returning the following day
- Special Operations-Specific Responsibilities:
- Manage the Walk-On Volunteer process by monitoring walk-on applications and assigning roles as needed in collaboration with FIRST Staff.
- Answer general attendee questions such as where to get food, parking, and more (information will be provided on site for common questions). Reach out to FIRST staff as needed.
- Help create a relationship with our corporate contacts onsite
- Rotate Corporate Contact Volunteers and/or Walk-On Volunteers as needed
- Championship Volunteer Time Commitment:
- Field Volunteer Coordinators:
- Wednesday afternoon-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Pit Volunteer Coordinators:
- Wednesday morning-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Practice Field Volunteer Coordinators:
- Wednesday morning-Friday evening
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Special Ops Volunteer Coordinators:
- Wednesday morning-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Field Volunteer Coordinators:
- Reports to: Global Volunteer Coordinators and FIRST Staff
Program Role Details
Volunteer Coordinator with FIRST LEGO League Explore
Responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving
- Works closely with the Tournament Director and venue on all volunteer logistics, including pre-event planning and communication
- *Please note, this is a key position that involves a large amount of work in advance of the event
Reports to: Festival Organizer
Role Resources:
Program Role Details
Volunteer Coordinator with FIRST LEGO League Challenge
Key Volunteer Role, responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving.
- Works closely with the Tournament Director and venue on all volunteer logistics, including pre-event planning and communication.
- *Please note, this is a key position that involves a large amount of work in advance of the event; individuals should only sign up for this role if directed to do so by a FIRST LEGO League Operational Partner or FIRST LEGO League Tournament Director.
Reports to: Tournament Director
Role Resources:
Program Role Details
Volunteer Coordinator with FIRST Tech Challenge
The volunteer coordinator is responsible for recruiting the necessary volunteers needed to run a successful FIRST Tech Challenge event and is the onsite point of contact for specific roles.
- When serving in the role of Volunteer Coordinator, on-site at the event, a VC may not volunteer in another volunteer role (such as referee, judge, robot inspector, etc)
- A VC may step in temporarily to help in non-key volunteer roles, to help with tasks or give a volunteer a break
- A VC may fill a key volunteer role, on-site at the event, if they are not serving as the Volunteer Coordinator-on-site
- Please note, this is a key position that involves a large amount of work in advance of the event
- Responsible for the onsite management of event-day volunteers, including setting up registration for volunteers, managing any walk-on volunteers, and problem-solving
- Works closely with the Event Director and venue on all volunteer logistics, including pre-event planning and communication
Reports to: Volunteer Coordinators work in partnership with FIRST staff, Program Delivery Partners (PDPs), and Event Directors to deliver a high-quality event experience to teams. VCs collaborate closely with event staff, FIRST staff, and PDPs to ensure a successful event. VCs may also consult with the Global Volunteer Coordinators or FIRST staff on aspects related to their role responsibilities.
Role Training:
- Data Privacy and Protection Training is required through FIRST Training.
- FIRST Training course
- Monthly Volunteer calls and additional materials provided throughout the season
program role details
Volunteer Coordinator with FIRST Robotics Competition
- When serving in the role of Volunteer Coordinator, on-site at the event, a VC may not volunteer in another volunteer role (such as referee, judge, robot inspector, etc)
- A VC may step in temporarily to help in non-key volunteer roles, to help with tasks or give a volunteer a break
- A VC may fill a key volunteer role, on-site at the event, if they are not serving as the Volunteer Coordinator on-site
- Read and review the files posted in the VC Box
- Work with Program Delivery Partner/Planning Committee to produce the volunteer page for the event program book, as applicable
- Order volunteer apparel and material through FIRST volunteer ordering site by the deadline set by FIRST - consult with local leadership before placing the order
• Must attend the daily meeting(s) conducted by Event Manager
Nomination:
- The Volunteer Coordinator is submitted by the Planning Committee via the Program Delivery Partner. Once submitted, the individual must be approved through FIRST and the Global Volunteer Coordinators. Once approved the candidate will be contacted and assigned by FIRST.
Volunteer Time Commitment:
- Pre-event Commitment
- September-December: Approx. 10 hours per week
- January - February: Approx. 15 hours per week
- March - April: Approx. 20 hours per week
- Pre-event training calls, emails, and slack updates
- During Event Commitment
- Setup Day (half day commitment)
- Minimum 2 full day commitment (Districts)
- Minimum 3 full day commitment (Regionals)
Role Training:
- Training occurs throughout the year from FIRST. Training will be provided via regularly scheduled email blasts, webinars, and written material.
- Data Privacy and Protection Training is required through FIRST Training.
Reports to: Volunteer Coordinators work in partnership with FIRST staff and Program Delivery Partners (PDPs) to deliver a high-quality event experience to teams. VCs collaborate closely with event staff, FIRST staff, and PDPs to ensure a successful event. VCs may also consult with the Co-Global Volunteer Coordinators or FIRST staff on aspects related to their role responsibilities.
Role Resources:
Championship Role Details
Volunteer Coordinator at FIRST Championship
This role is available in the following programs at Championship with the additional requirements below:
FIRST Tech Challenge and FIRST Robotics Competition:
- Championship Volunteer Coordinators have different responsibilities than a traditional Volunteer Coordinator. At FIRST Championship, all Volunteer Coordinators focus solely on volunteers at the event and there is limited pre-work.
- All Championship Volunteer Coordinators are volunteer advocates and lead cheerleader for their assigned area. Depending on assignment, this role may support Competition Fields, Pits, Practice Fields, or Special Operations.
- All Volunteer Coordinators:
- Touch base with each volunteer in assigned area throughout each day and ensure that every volunteer is appreciated, and that any needs or concerns are resolved as efficiently and graciously as possible.
- Ensure volunteers have supplies and resources to do their roles
- Ensure all volunteers are staying hydrated and receiving meal breaks
- Assist with accessibility needs, request assistance from Pit Admin and/or FIRST Staff as needed
- Notify Global Volunteer Coordinators and/or Special Ops VC of any gaps in volunteer needs
- Required to complete Data Privacy and Protection Training through FIRST Training
- Competition Field-Specific Responsibilities:
- Ensure everyone on the field has proper field access; if not ask the person to leave or notify FIRST Staff
- Remain alert to safety concerns and notify FIRST Staff if needed
- Assist with ADA crowd control, request assistance from FIRST Staff as needed
- Take attendance of the assigned field volunteers at least twice daily, in the morning and after lunch, to ensure volunteers are returning to their assigned shifts and are also returning the following day
- Touch base with key volunteers at beginning of the day, share updates and important information for the daily operations
- Conduct a wrap-up meeting at the end of the day, another chance to ensure volunteers are returning the following day
- Bring any/all changes in volunteer field assignments (swaps) to the Global Volunteer Coordinators and/or Special Ops VC for confirmation
- Pit-Specific Responsibilities:
- Remain alert to safety concerns and notify Pit Admin and/or FIRST Staff as needed
- Walk the pits at least three (3) times daily to ensure volunteer positions are filled, taking a lunch break and returning the following day
- Act as a host to the Suppliers in the Robot Service Center throughout the event (make sure Suppliers know who you are, why you’re there, and how to get you if needed)
- Assist suppliers in the Robot Service Center with all needs, alert FIRST Staff if needed.
- Bring any/all changes in volunteer division assignments (swaps) to the Global Volunteer Coordinators and/or Special Ops VC for confirmation
- Practice Field-Specific Responsibilities:
- Remain alert to safety concerns and notify Pit Admin and/or FIRST Staff as needed
- Assist with accessibility needs, request assistance from Pit Admin and/or FIRST Staff as needed
- Walk the practice fields in the Practice Area at least three (3) times daily to ensure volunteer positions are filled, taking a lunch break and returning the following day
- Special Operations-Specific Responsibilities:
- Manage the Walk-On Volunteer process by monitoring walk-on applications and assigning roles as needed in collaboration with FIRST Staff.
- Answer general attendee questions such as where to get food, parking, and more (information will be provided on site for common questions). Reach out to FIRST staff as needed.
- Help create a relationship with our corporate contacts onsite
- Rotate Corporate Contact Volunteers and/or Walk-On Volunteers as needed
- Championship Volunteer Time Commitment:
- Field Volunteer Coordinators:
- Wednesday afternoon-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Pit Volunteer Coordinators:
- Wednesday morning-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Practice Field Volunteer Coordinators:
- Wednesday morning-Friday evening
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Special Ops Volunteer Coordinators:
- Wednesday morning-Saturday morning
- Optional: Saturday afternoon to assist with da Vinci (FTC) or Einstein (FRC)
- Field Volunteer Coordinators:
- Reports to: Global Volunteer Coordinators and FIRST Staff
Event Volunteer Roles