Norway Cup, also known as the world’s largest football tournament, has for many years brought together thousands of young players from all over the world for a week of intense competition and unforgettable experiences. Three years ago, Norway Cup took a step towards more efficient organisation of its extensive volunteer work by becoming a Rubic customer. Now, in its third year with Rubic’s volunteer system, the tournament has seen a significant improvement in how it organises and communicates with its volunteers.
With no fewer than 1,751 volunteers covering a total of 4,324 shifts, and 26,008 hours of work in all, it is essential to have a reliable and well-functioning system that can handle such a large operation. Rubic’s volunteer system has proven to be exactly the tool Norway Cup needed to ensure the tournament runs smoothly. To gain insight into how the system has affected the volunteers’ day-to-day work, we talked to crew manager Kai and several other dedicated group leaders and volunteers who actively use Rubic during this year’s tournament.
For many in BSK, week 31 is one of the highlights of the year. It is not only a time for volunteer work, but also for togetherness, social community and traditions that have been built up over the years. One of the main reasons for the success is the ability to get enough volunteers to turn out, and an important factor is that children are allowed to contribute to the tournament from an early age. In the “Clean-up and Bikes” department, around 400 children aged 6 to 12 help keep the grounds free of litter and collect referee cards from the pitches. This gives the young ones a sense of being part of something big from the very start. BSK and Norway Cup have managed to build a unique volunteer culture that many other teams, associations and event organisers can learn a lot from.
Volunteers at Norway Cup
Kai on Rubic: an important part of organising Norway Cup
Crew chief Kai has been a central part of organising Norway Cup from the start, and he has seen the tournament grow and develop into what it is today. One of the most significant changes in recent years has been the implementation of Rubic as a tool for managing the volunteers.
Kai can clearly see how well established Rubic has become in the organisation, among both staff and volunteers. The system has made the recruitment process easy, as people can now register themselves and choose shifts directly in the system. In addition, the volunteers can make changes right up until the tournament starts.
“As crew chief, I have full control, while the volunteers themselves can see where and when to turn up via the Rubic Connect app.” – Kai, Crew Chief, Norway Cup
Kai has also noticed a significant drop in the number of enquiries from volunteers with questions, as they now find all the information they need in the app.
Although the introduction of Rubic has been a success, it has not been without challenges. Kai stresses the importance of being patient during the initial period. “There is a steep learning curve, and I recommend that all event organisers be prepared for a getting-to-know-you phase during the first one to two years. But once you reach the third year, things run like clockwork,” says Kai. He is delighted with the system: “It really couldn’t have been better. If you judge by the first year, you’ll get it wrong – but years two and three have been absolutely outstanding.”
Kai is also impressed by the low number of enquiries they have received, which shows that the volunteers manage well on their own. “If we need help, Rubic support is always available, and they do an excellent job. The service is absolutely top-notch, and Rubic is a good partner to have on the team,” he says.
Crew chief Kai Frydenlund-Holm (Norway Cup) and project manager Lisa-Marie Hovland (Rubic).
Every year, Norway Cup starts using more of Rubic’s features, which makes Kai’s job as crew chief easier. “It’s good to be able to gather so many features in one system. Not least, I save a lot of time,” says Kai. This year they have started using, among other things, the accreditation solution and “reward collection”. Previously, Kai handled the distribution of crew gifts with separate lists, but now all of this is done in Rubic, which has considerably simplified the follow-up work. Kai is looking forward to what comes next and is excited about the new system to be launched at the beginning of 2025, which will also be used at the Nordic World Ski Championships in Trondheim. “It will be exciting to see how the new system will further improve the organisation,” he concludes.
Digitalisation simplifies volunteer work: Experiences from Nicklas and Henrik
Nicklas and Henrik, who are group leaders for parking, share their experiences with the Rubic Connect app, a tool that has become an indispensable part of their everyday work as volunteer leaders.
Group leaders: Nicklas Lillerud Aanonsen and Henrik Thordén Kristiansen
“The app has made our job considerably easier,” says Nicklas. “We use it to check in the volunteers when they arrive for their shift, which makes it easier to stay in control and keep track of everything.” Rubic Connect has also proven to be a very effective communication tool: “It’s much easier to stay in touch with the volunteers, and they get all the information they need in one place,” adds Henrik.
The app is not only functional, but also user-friendly. “It looks good, it’s tidy and it’s easy to use,” says Henrik. They are particularly pleased that all contact information is available in the app, which makes pen and paper unnecessary. “This feature is gold,” says Nicklas.
They have also noticed an increase in the use of the app among the volunteers, who are also giving positive feedback. “We can see that the app is developing in the right direction. It gets better and better every year, and new features keep coming,” says Henrik. This year, for example, the Rubic Connect app has gained a feature that lets volunteers see who they will be working with during Norway Cup.
“We can see that things are working better and better year by year,” conclude Nicklas and Henrik, who look forward to continuing to use the app in their work.