Kalevan Kisat is the highlight of the athletics summer. This year, the competition is organized in cooperation with local athletics clubs Esbo IF and Espoon Tapiot, the City of Espoo, and the Finnish Athletics Federation.

The event will bring around 800 athletes and coaches to Leppävaara in Espoo from 1–3 August 2025, where Finnish championships will be contested in 40 events.

Volunteers are the backbone of major athletics events

Organizing major athletics events requires a large number of volunteers. In Espoo, 300–400 people are needed for a variety of interesting tasks. Over 200 people have already signed up.

– We already have experience using Suomisport for recruiting volunteers for the U23 European Athletics Championships. We learned a lot from that event and built the volunteer recruitment in Suomisport based on those experiences, explains Reetta Montonen, volunteer coordinator for Kalevan Kisat.

The Kalevan Kisat event organization was created by utilizing Suomisport’s groups and teams functionalities. The organization was set up as its own division under Esbo IF’s main club account, keeping the competition organization separate from the club’s other operations and ensuring that personal data is only visible to the correct members of the event organization.

– Athletics events typically involve a large number of volunteers. In Suomisport, we created nearly 20 different volunteer groups for individuals to sign up for, Montonen adds.

Emphasis on data security

– A large competition organization with hundreds of volunteers also means handling a vast amount of personal data, for which we are responsible. It is extremely important for us to always organize events responsibly and in compliance with data security regulations, says Harri Lammi, Secretary General of the competition.

– We chose Suomisport as our partner because we can trust that the service meets all data security requirements. In an event largely run by volunteers, having a reliable and functioning system is a key condition for success, Lammi explains.

Tips from Kalevan Kisat’s organization for successful volunteer recruitment

1. Be early: Volunteering offers many great experiences, but people’s time is limited, so it’s important to start early. Kalevan Kisat opened their volunteer recruitment more than nine months before the event.
2. Describe the volunteer roles clearly: It’s easier for volunteers to get involved when the roles and responsibilities are clearly explained.
3. Offer concrete benefits: Although volunteering is unpaid, it’s important to highlight what volunteers receive. Unique experiences, meals, and event gear can be strong motivators.
4. Make it easy to join: Clearly explain how to get involved and how to sign up!