# Event staff absence and cover register

Copy this sheet for each event date and affected post. This is a live operations record. Keep personal or medical explanations, payroll decisions and personnel follow-up in the authorized private process. Use the venue-approved plan and role requirements to decide whether a post can operate.

## Event and gap

| Field | Entry |
|---|---|
| Event / date / time zone |  |
| Venue / zone / post |  |
| Scheduled role and reporting point |  |
| Scheduled start / time gap noticed |  |
| Response owner and contact channel |  |
| Time this post or service is needed |  |

## Confirm the status

| Time | Contact or check-in source | Result: arrival estimate / unavailable / unconfirmed | Next check and owner |
|---|---|---|---|
|  |  |  |  |
|  |  |  |  |

Do not enter the worker's private reason in this shared table. Record only the operational status needed to arrange cover.

## Protect each task

| Task or public-facing service | Role-specific training, authority or venue approval to confirm | Interim decision: qualified cover / delay / approved change / escalate | Decision owner and effective time | Next review |
|---|---|---|---|---|
|  |  |  |  |  |
|  |  |  |  |  |

**Affected teams told about the operational change:**
**Attendee direction or service message, if needed:**

## Replacement approval and handoff

| Field | Entry |
|---|---|
| Approved standby or supplier contact and response time |  |
| Replacement / role-qualification check by |  |
| Substitution and applicable terms approved by |  |
| Replacement reporting point and receiving person |  |
| Actual arrival and check-in |  |
| Briefed on task limits, current changes, access, equipment, break cover and escalation by |  |
| Temporary cover released / transferred items reconciled by |  |
| Actual post start / handoff accepted by |  |

If no suitable cover is available, record the service change and its approver above. Do not mark the post covered just because a replacement was requested.

## Review and close

| Review time | Status: covered / service changed / unresolved | Decision or change and effective time | Owner | Next review or receiving shift |
|---|---|---|---|---|
|  |  |  |  |  |
|  |  |  |  |  |

**Final actual assignment or changed service:**
**Unresolved cover accepted by next supervisor and time:**
**Private personnel or supplier follow-up routed to (role, not details):**
**One improvement for next shift's arrival confirmation or standby plan:**