Rostering is a very important element of the volunteer management process. The communication of the roster is just as important. There may be several rosters within your club therefore you may like to allocate an individual to rostering duties as there is usually someone at a club who is good at it.
This task can help people feel important because it is an important role. You could also allocate different people to different rosters as they may have a vested interest in that area, for example, the junior co-ordinator may roster parents on for roles during games or the social committee could allocate people to run a raffle after each game. The key to this strategy is to have the information about who is responsible and how to contact them.
Many clubs like to set the roster in place and have the people responsible for the duties organise a person if they need a swap or can’t perform the duties. This is a legitimate strategy but still needs to be monitored closely especially as there are usually consequences for a job not being done and you can’t assume everyone cares about this job as much as the person who wrote the roster. An example is when a local cricket club was fined substantial amounts and/or their reputation tarnished by not placing covers on the pitch on a wet night thus opening up debate as to whether they did it deliberately to influence a result. It may be an innocent mistake but the reality is that other clubs may not see it that way.
There are even rostering companies out there who will do this for you. It may not be something that you want to spend money on and outsource but the option is there.
Try www.onlinerostering.com This company has structures in place for event rostering like racing events.
Consider using social media to pass messages and reminders around about rostering. Most club members would have either a Facebook page or a Twitter account. You most likely have a page for your club and the administrator could regularly post updates on rostering to assist those that are forgetful. You could also receive feedback or be alerted to any issues via email or social media.