Event parking, gate or marshalling crew checklist: before, on the day and after

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Before

Get a traffic management plan approved for any use of the road.The rules
Write a one-page safety plan: hazards, who is in charge, first aid, what to do if it rains.
Check your group’s insurance covers this.
List big events within an hour: A&P shows, field days, marathons, festivals, race meetings, concerts.
Email each organiser's volunteer or operations manager offering a reliable crew and asking how they pay community groups.
Agree the deal in writing: rate per person-hour or share of takings, number of people, shifts, minimum ages.
Ask what roles are on roads and whether the organiser's traffic management plan covers them.
Build a roster with names and phone numbers; add 10-15% reserves for no-shows.
Brief your team on the event's safety plan, radio use and cash procedures.

On the day

Brief the helpers: who does what, when, and where the cash box and first aid kit are.
Count the float with two people before you open, and write the total down.
On the day, have one group captain sign people in and out so hours are recorded.
Invoice or confirm hours the week after, and ask to be booked again.

After

Count the takings in pairs and bank them within a day or two.
Thank donors, sponsors and helpers, by name where they’re happy with that.
Tell supporters what you raised and what it will pay for.

Watch out for

Putting untrained volunteers in live traffic without a traffic management plan.
No-shows: if the deal is paid per person-hour, every empty shift is lost income and goodwill.
Vague deals: agree the rate before the day, not after.

The organiser holds the permits; any role on or beside a road must sit under its NZGTTM traffic management plan. Some roles have minimum ages (e.g. Wellington Marathon marshals 17+).

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Event parking, gate or marshalling crew: checklist

Before

On the day

After

Watch out for

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