Our Contribution to the EuroGames 2024
In the fall of 2023, we visited the Volunteer Fair at Vienna City Hall and learned about the Eurogames, which were seeking support in the IT sector. Since we had some capacity during our company founding preparations, we decided to help.
A Volunteer Management Tool was Needed
After an initial meeting with the EuroGames organizing team, we learned that they needed a new tool for managing volunteers; as the previously used tool did not meet all the requirements. In an intensive discussion, we identified the necessary functions and created formal requirements. These served as the basis for a structured checklist to analyze and evaluate tools.
An Overview of the Key Requirements
- Self-registration of volunteers and customization of the required data fields by admins
- Communication options via the platform, both with individual volunteers and all volunteers
- Clear presentation of sports events and self-sign-up by volunteers
- Overviews for organizers to see how many volunteers are still needed for which events
- Various export and filter options
The Search for the Perfect Tool
At the beginning of our research, we immediately ruled out tools that were not GDPR compliant. Nine tools were shortlisted and thoroughly tested. We evaluated each tool using our checklist and recorded the results in a structured table. In this way, we systematically and transparently evaluated each tool against a total of 41 criteria. Most tools only partially met the requirements or were too expensive. After our research and tests, the platform of TeamKinetic emerged as the clear winner. The range of functions and the price-performance ratio made the platform the best choice for the EuroGames' needs and available resources.
Go-Live and Feedback
We presented our results and gave a clear recommendation. Shortly thereafter, the EuroGames organized a test with volunteers to evaluate TeamKinetic's user-friendliness. We were, of course, on-site to provide support. The main questions were quickly answered, and the feedback was positive. Thus, nothing stood in the way of going live.
Conclusion
We were surprised that, despite the plethora of tools on the market, only one ultimately provided all the essential functions. Our research gave us a good overview of the existing solutions regarding event, shift, and volunteer planning tools. Additionally, it was enjoyable to undertake this task for the EuroGames and make an important contribution to the event's success! We sincerely thank the EuroGames organizers for this opportunity!