# Event shuttle stop coordinator and boarding log

Copy one sheet per stop and service period. This editable worksheet is in English. Complete it using the current plan approved by the organizer, venue and transport operator. It records coordination; it does not authorize traffic changes, vehicle checks, capacity decisions or a different accessible boarding arrangement. Keep any required named passenger manifest in the approved restricted system, not in this shared sheet.

## Service control card

| Item | Approved detail or link | Version / confirmed by / time |
| --- | --- | --- |
| Event edition, service date and time zone | | |
| Stop ID and exact public stop name | | |
| Route and trip IDs in scope | | |
| Current timetable and map | | |
| Organizer decision owner and backup | | |
| Stop coordinator and next-shift coordinator | | |
| Operator dispatch and backup contact | | |
| Venue stop/route contact | | |
| Accessible boarding information owner and help contact | | |
| Attendee update channel and approval owner | | |
| Restricted manifest location, if this service requires one | | |

Before service starts, compare the stop name and route on the public event page, attendee instructions, map, sign and operator plan. Record any difference below and obtain one approved version. Test the actual contact path at the stop. Follow the venue/operator plan for waiting location, vehicle position, accessible boarding and any safety matter.

## Per-trip boarding and status ledger

Use aggregate counts here. A blank field means unknown; do not fill it with an estimate disguised as a fact. Add rows for canceled, missing and substitute trips as well as completed trips. Identify who confirmed any replacement with the operator.

| Trip ID / route | Approved stop / planned pickup (time zone) | Operator-confirmed vehicle/run ID | Actual arrival | Boarding start | People waiting observed | People boarded | Actual departure | Status / confirmation owner and time | Exception ref |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | | | |
| | | | | | | | | | |
| | | | | | | | | | |

**Count reconciliation, when comparable:** Trip ID: ____ · observed boarded: ____ · operator/reservation figure: ____ · basis and stop coverage: ____ · difference: ____ · owner to check: ____ · resolved or still open: ____

Do not use ticket sales or venue check-ins as the shuttle boarding count. Do not promise available space on a later vehicle until the operator confirms it.

## Change and attendee-message register

| Ref / time | What happened and where | Confirmed fact and source | Decision needed / authorized owner | Approved change, if any | Attendee message version and channel | Next update / owner | Resolution |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | |
| | | | | | | | |

**Message card:** “[Route/trip] at [confirmed stop] is [verified status]. We will update you at [time and time zone] via [reachable channel]. For help, contact [staffed point]. [Confirmed alternative only, if approved.]” Remove brackets that do not have verified information. Keep the previous version in the register so the next coordinator knows what riders heard.

If the waiting place, queue or road situation changes, contact the venue/operator decision owner and follow their approved instructions. Record the time and owner of the response. Do not direct vehicles or move the stop on this sheet.

## Shift handoff

| Handoff item | Outgoing coordinator states | Incoming coordinator confirms |
| --- | --- | --- |
| Active and next planned trip / latest operator update | | |
| Estimated waiting people and basis | | |
| Open exception refs and next decision owners | | |
| Latest attendee message version / next update | | |
| Dispatch, venue and organizer contacts still working | | |

Outgoing name/time: ____ · Incoming name/time and acceptance: ____ · Organizer informed of open critical change by/time: ____

## Final service handback

- [ ] Operator confirmed the final trip or supplied its final status.
- [ ] Scheduled trips and observed trips are compared; missing or changed trips remain visible.
- [ ] Aggregate boarding counts and any comparable operator figures are reconciled or differences assigned.
- [ ] Unresolved rider questions, promised updates and exception references have named follow-up owners.
- [ ] The register has gone to the organizer’s designated owner via the approved channel.
- [ ] Any restricted personal manifest stays in its approved system and is not attached to a general debrief.

Final handback owner / recipient / time: ____ · Open items and next update: ____