Does Roomee replace the radio?

No. The radio stays your real-time channel for live control (a stage, a security post). Roomee covers the before (org chart, briefs, instructions), the big day (zone announcements, read receipts), and the after (a record of decisions, a clean offboarding). It replaces WhatsApp, paper, and Excel — not the walkie-talkie.

How do you structure a team of more than 100 volunteers?

You draw the org chart by team and by zone before the big day: lead, backup, volunteers. Each person joins their zone's space by email or phone. No MDM, no install, and that's it. The moment they arrive, they see their lead and get their brief: the pyramid no longer rests on a single person.

Do volunteers need a work email?

No. Sign in with a personal email or phone number, which can be hidden. It's built for mobile, seasonal teams with no fixed desk: the notification lands on each person's phone, and that's it.

Several languages — how does it work?

Noah, the AI built into Roomee, translates a message or an instruction into 10 languages (FR EN ES DE IT PT NL AR ZH JA): everyone reads in their own language, with one tap, and a “view original” button. Inference runs on Claude (Anthropic), external to Roomee and based in the United States; your content is not used to train the model.

What happens after the event?

Offboarding in one click: access is cut, but documents, briefs, and histories stay with you, timestamped and archived, hosted in Europe (Frankfurt). The staff leave, the edition's memory stays — ready for next year.

How much does it cost?

Pricing is per location or per event, never per user: 100 volunteers or 300, it's the same price. The tier follows team size: Essential, Pro or Premium matches your headcount (up to 30, 60 or 120 team members), with custom plans beyond that; the price also depends on the number of locations. We price it to your scope — a quote within 24 to 48 hours. With two or more locations, the Group plan takes 20% off per location depending on its size. Essential comes with no commitment; Pro and Premium on 12-month terms, with 2 months free on annual billing.

Roomee for festivals and live shows

Volunteer coordination 320 volunteers · 3 teams
Welcome team Lead · Sofia
Security team Lead · Karim
Tech team Lead · Lucia
Security team · backup Léa steps in

Three days. Hundreds of volunteers.
Every one of them opens it at check-in.

1,200 team members open Roomee before 9 a.m. to read the briefs and plan their day.

The pyramid rests on a few people. And people step away.

Your managers spend 40 minutes a day on average chasing, repeating, asking again — because they never know who's actually seen it.

Day 1, 9 a.m. Check-in names the team leads.

Three hundred volunteers arrive for the weekend. With no structure, the coordinator names “team leads” on the spot, from the most experienced. And everything starts running through them: questions, instructions, breaks. At 2 p.m., one steps away on a break. Their team no longer knows who to turn to. At the same moment, the radio room is flooded with calls over a basic question.

This isn't a matter of goodwill. It's a matter of structure: the chain rests on individuals, not on a system. The moment one person is out, the team comes to a stop.

A chain of volunteers resting on a single lead; the moment they step away, the team scatters.

Staff get trained in 72 hours, across a site split into zones.

Daily life at a festival when information travels by text, radio, and a catch-all Drive. Here's your weekend.

Three channels for one brief. Nobody saw all of it.

Staff get their brief across three or four channels. A critical instruction gets lost, or lands too late — and nobody knows who saw it.
Twenty files. The new hire finds nothing.

The tech pack is scattered across Drive, emails, and sheets printed on day one. Past editions get mixed up, translation is done by hand. Or not at all.
Something unexpected, and the news spreads by word of mouth.

An artist running late, a rush at the gate, a breakdown: a call to the manager, a garbled relay, fifteen minutes lost. A no-show leaves a zone uncovered.
Accreditations and roles, redrawn every year.

Badges and access zones produced before the event, the org chart rebuilt for every edition. Nobody knows who to escalate to — and the paper list goes missing by 2 p.m.
Paper sheets left behind in the cloakroom.

Job aids and procedures (evacuation, setup) printed on day one, corrected by hand, with no reference version. And training fits into two hours, right before service.
A multilingual staff. One instruction in French, and that's it.

Volunteers and vendors speaking several languages, but the critical protocol goes out in just one. And everyone makes sense of it as best they can.

A team lead steps away. Their whole team is left stranded.

Roles get decided in the morning, on the corner of a table. Nobody clearly knows “who manages whom,” or “who to call when in doubt.” A team lead disappears for an hour, their team goes in circles; a volunteer has a question and calls the radio room over something it shouldn't have to field. The pyramid lives in people's heads, nowhere else.

Roomee. The festival's org chart is drawn in a few clicks before the big day — “Welcome team → team lead → volunteers,” for each zone. Everyone sees their lead and their backup: a team lead away means a visible replacement, not a hole. The moment they arrive, the volunteer joins their zone's space and knows who to ask — without calling anyone.

SM Sofia Lead · Guest entry

LF Léa Backup

TG Théo Garnier Guest entry · North gate Sofia
IC Inès Caron Guest entry · Box office Sofia
MS Malik Sow Guest entry · Coat check Sofia

The same brief, ten times in four days.

A general brief the night before, a brief at each shift start, a brief per zone, a micro-briefing at the start of service: the same instruction restated six to ten times over the weekend. It's inevitable: volunteers rotate every four hours and the site changes by the hour. Last night's brief is already out of date, and nothing tells you what's moved since.

Roomee. The brief lives in the zone's Feed, in one place, updated once and for all. The afternoon shift reads the current version, not the morning's memory. Noah, the AI built into Roomee, sums up “what's changed since you last logged in”: the incoming shift picks up the thread in thirty seconds, in their own language (10 languages, on demand).

MorningAfternoonNight

Welcome brief · Day 2 Updated once · same place Up to date

Badge checks at north entrance · directing to ticketing · point person Sofia.

Before the gates open, you don't know who's read the brief.

Onboarding comes down to a PDF handbook sent a few days ahead and thirty minutes of orientation on site. The result: some arrive having read everything, others nothing. At opening, the supervisor decides in a few seconds, without knowing who knows what.

Roomee. The handbook and the shift-start instructions become a Feed and Pages that everyone opens on their phone. Read receipts tell you, zone by zone, who's read it and who's still to go before the gates open: you follow up only with the stragglers. You put people on their posts knowing where things stand, no longer guessing.

Before opening · 5:50 PM 0/55 have read the brief

Reception 0/16
Security 0/9
Volunteers 0/30

Frequently asked questions — festivals & live shows

Does Roomee replace the radio?

No. The radio stays your real-time channel for live control (a stage, a security post). Roomee covers the before (org chart, briefs, instructions), the big day (zone announcements, read receipts), and the after (a record of decisions, a clean offboarding). It replaces WhatsApp, paper, and Excel — not the walkie-talkie.
How do you structure a team of more than 100 volunteers?

You draw the org chart by team and by zone before the big day: lead, backup, volunteers. Each person joins their zone's space by email or phone. No MDM, no install, and that's it. The moment they arrive, they see their lead and get their brief: the pyramid no longer rests on a single person.
Do volunteers need a work email?

No. Sign in with a personal email or phone number, which can be hidden. It's built for mobile, seasonal teams with no fixed desk: the notification lands on each person's phone, and that's it.
Several languages — how does it work?

Noah, the AI built into Roomee, translates a message or an instruction into 10 languages (FR EN ES DE IT PT NL AR ZH JA): everyone reads in their own language, with one tap, and a “view original” button. Inference runs on Claude (Anthropic), external to Roomee and based in the United States; your content is not used to train the model.
What happens after the event?

Offboarding in one click: access is cut, but documents, briefs, and histories stay with you, timestamped and archived, hosted in Europe (Frankfurt). The staff leave, the edition's memory stays — ready for next year.
How much does it cost?

Pricing is per location or per event, never per user: 100 volunteers or 300, it's the same price. The tier follows team size: Essential, Pro or Premium matches your headcount (up to 30, 60 or 120 team members), with custom plans beyond that; the price also depends on the number of locations. We price it to your scope — a quote within 24 to 48 hours. With two or more locations, the Group plan takes 20% off per location depending on its size. Essential comes with no commitment; Pro and Premium on 12-month terms, with 2 months free on annual billing.

Book a demo (20 min)

Living org chart

Leads by zone, backups visible, the right contact in two clicks.

Feed

The brief in one place, up to date, actually read. And tracked, zone by zone.

Drives you can name

One drive per team. The reference version, right at shift start.

The pyramid holds, even when one person is out.

A personalized demo, no slides. We draw your festival's org chart — teams, zones, leads — and launch a real day-of brief, with a read receipt per team.

Request a demo

Hundreds of volunteers.
Each one knows who to follow.

Three days. Hundreds of volunteers.
Every one of them opens it at check-in.

The pyramid rests on a few people. And people step away.

Day 1, 9 a.m. Check-in names the team leads.

Staff get trained in 72 hours, across a site split into zones.

Three channels for one brief. Nobody saw all of it.

Twenty files. The new hire finds nothing.

Something unexpected, and the news spreads by word of mouth.

Accreditations and roles, redrawn every year.

Paper sheets left behind in the cloakroom.

A multilingual staff. One instruction in French, and that's it.

A team lead steps away. Their whole team is left stranded.

The same brief, ten times in four days.

Before the gates open, you don't know who's read the brief.

Frequently asked questions — festivals & live shows

Explore next

Living org chart

Feed

Drives you can name

The pyramid holds, even when one person is out.

Three days. Hundreds of volunteers.Every one of them opens it at check-in.

Day 1, 9 a.m. Check-in names the team leads.

Three channels for one brief. Nobody saw all of it.

Twenty files. The new hire finds nothing.

Something unexpected, and the news spreads by word of mouth.

Accreditations and roles, redrawn every year.

Paper sheets left behind in the cloakroom.

A multilingual staff. One instruction in French, and that's it.

A team lead steps away. Their whole team is left stranded.

The same brief, ten times in four days.

Before the gates open, you don't know who's read the brief.

The pyramid holds, even when one person is out.

Three days. Hundreds of volunteers.
Every one of them opens it at check-in.