How to run a volunteer rota for open workshop nights

Open workshop nights are the heart of most makerspaces, and they live or die on the rota. No host, no open night. Here's how the spaces we work with keep theirs full without burning out the same five people.

Make shifts small and specific

"Host Tuesday evening" is vague. "Open up, run sign-in, and lock up at half nine" is a job someone can say yes to. Write the duties into the shift description so new volunteers know exactly what they're agreeing to.

Pair new hosts with experienced ones

Tidewell lets you mark one place on a shift as needing an experienced host. New volunteers sign up for the second place and learn on the job.

Post early, then fill the gaps together

• Publish the rota four weeks ahead
• A week before, send one message to the whole volunteer list about any empty shifts
• Let people swap without asking permission

Finally, keep an eye on the shift report. If one person is covering half the nights, thank them, then quietly ask someone else to step up before they burn out.