Event management: our project managers as extra hands
Your permanent team is small, and the volunteer center still has to open at 5 in the morning. Our project managers come from the events industry: they train your teams, reinforce them at peak moments, or take care of everything for you.
24 Hours of Le Mans
Courchevel Méribel 2023
Musilac
Fédération Française Handisport
Le Grand-Bornand
Rugby World Cup 2023
What we take off your hands
Your volunteer program, run from end to end
Recruiting, selecting, assigning, briefing, then running the volunteer center while the event is live: it is a full-time job, and it lands on top of yours. Our project managers have run these programs at world championships and World Cups, with Qoezion as the backbone.
- Recruitment campaign and volunteer selection
- Schedules, briefings and team training
- Volunteer center and activities
The accreditation operation, from scoping to the last scan
Requests arrive by email, access zones change the day before, and on the day the queue builds at the accreditation center. We scope the categories and the zones, set up Qomeet, train your contacts and staff the desk on site. At Musilac, 1,259 accredited people were registered across 94 different structures.
- Scoping the participant groups and the access zones
- Setting up Qomeet and training coordinators
- On-site accreditation desk and access control
Your teams trained on your own data
Teams change every year, and the person who knew how to do everything eventually leaves. You’ll get started using your actual data, not a demo: guided sessions, a starter kit, a help center, and support that’s available throughout the season.
- Training sessions on your real data
- Online resources and e-learning
- Support throughout the season
On site, before and during the event
You can only really assess the setup of an event in the morning when it’s time to open, not on the drawing board. The project manager is there, either in the volunteer center or at the registration desk, with what they’ve built. At the 2022 UCI MTB event, two of them stayed on site for twelve days to oversee 300 volunteers.
- Site visits and the operational plan
- On site on event days
- Debrief and handover for the next edition
Volunteers who come back the following year
A volunteer who gets a poor welcome does not come back, and recruitment starts from scratch again. A fitted-out volunteer center, goodies, an activity program, the volunteers' evening: that is the difference between a base you rebuild every year and a community you keep. Recruitment run with Qoezion sees 6% no-shows, against a national average of 15 to 20%.
- A fitted-out volunteer center
- Partnerships and equipment
- Activity program and volunteers' evening
Our project managers come from the events industry, not from software.
They have run volunteer programs and accreditation operations at world championships and World Cups. They know what it takes to open a volunteer center at 5 in the morning. And they use Qoezion and Qomeet every day: it’s that real-world experience that shaped both platforms.”
What organizers ask us before they commit
What do you handle, and what remains with us?
Whatever suits you. Three levels: we train your teams and you run it; a project manager reinforces your team at the key moments; or we run the volunteer program or the accreditation setup on your behalf. The scope is agreed at the start of the project, in black and white, and it can change from one edition to the next.
Have your project managers worked on an event like ours?
They come from the events industry, not from software: they have run volunteer programs and accreditation operations at world championships and World Cups. At Courchevel-Méribel 2023, six of them looked after 1,200 volunteers for three weeks; at UCI MTB 2022, two stayed on site for twelve days for 300 volunteers.
We don't have time to change everything before the next edition.
Then don't change everything at once. Start with a limited scope — one participant category, one site, a single event — with a short training session and a starter kit, then widen the scope from there. For a first edition, a project manager can provide support until your teams take over.
Who owns the data, and what happens to it after you leave?
The data is yours and it stays in your software, hosted with AWS in Paris for French customers. Quick-Off has a Data Protection Officer and provides its security assurance plan and the data processing agreement on request. At the end of the event, attendance data, service records, and team feedback are compiled and submitted—with or without our involvement in the next editions.
How is the cost determined?
Once the scope has been defined and the project parameters established: two days of additional support and three weeks of fully delegated management are nothing alike. What you need to weigh against this is the time your teams currently spend re-entering data, following up, and catching up, as well as the position that remains unfilled on D-Day.
And if we want to take it back in-house next year?
The level is chosen edition by edition, and nothing commits you to renewing it. That is what the debrief is for: attendance data, services and team feedback are handed over so the next edition starts from what has been learned, with or without us.
They trust us with their volunteers and their accreditation
“I have been using Qoezion for over 5 years. The tool is simple to use and enjoyable. It saves me time in managing volunteers across the different events held on the 24 Hours circuit. It also allows…”
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Pierrick NavarreSpectator Experience Manager
“We turned to Quick-Off for 2 main reasons: Its expertise in setting up a volunteer program at major events. Access to Qoezion, which makes life much easier for organizers. It reassures us…”
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Perrine PelenGeneral Manager of the Organizing Committee
“ In 2023, we got a late start with Qomeet. Nevertheless, the results from this first year are quite convincing, with 1,259 accredited participants registered across 94 different organizations. veryone has adopted this new tool…”
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Xavier RéchainMusilac administrator
“In no time, Qoezion became my main ally for recruiting and managing volunteers at the Nantes Marathon, where we handle 1,300 people and some 90 associations. The tool is easy to pick up and easy to use. Add a friendly, available team behind it and you are automatically set up for success.”
Chloé LimouzinVolunteer program manager
“Eventually, we saved time in recruitment, scheduling and training, and we streamlined the budget — no small thing for an organizer — all while improving the quality of the volunteer program.”
Aude LefortTrack competition coordinator
“A great management tool that I recommend 100%: intuitive, versatile and powerful! I use it every day as an organizer and as a volunteer. It adapts perfectly to the needs of different users. The bonus: a team who listen, and always with a smile.”
Laure FornetranVolunteer program managerFrequently Asked Questions
What is delegated management of a volunteer program?
Delegated management means handing Quick-Off the running of an event's volunteer program or accreditation operation: recruitment, scheduling, communication, on-site coordination and post-event debrief, with a dedicated Quick-Off team.The organizer makes the decisions, Quick-Off carries them out, and the data remains in the organizer’s software.
Can Quick-Off manage both the volunteers and the accreditations of an event?
Yes. Our project managers coordinate one, the other, or both—using Qoezion for volunteers and Qomeet for accreditations, both of which are interconnected: an assignment approved in Qoezion generates the corresponding access rights in Qomeet.
Does Quick-Off supply the access control hardware?
Yes. Access control terminals for hire, pass media, printers and mobile connectivity: the software, the hardware and on-site support all come from one contact.
What types of events do you work on?
Grands prix, world championships, festivals, marathons and trail races, events run by sports federations, professional clubs and local authorities, in France and abroad.
Do you work outside France?
Yes. Quick-Off works across Europe and North America, Quebec in particular, and our solutions have been deployed on five continents. The platforms are available in French, English, German, Dutch, Italian and Spanish.
How do I get started with support?
In thirty minutes with a Quick-Off expert. We scope your event and recommend the right level: training, advice or delegated management.
Let us talk about your next event
Thirty minutes with a Quick-Off expert to understand your event and tell you what we can bring to it.