# Event transport coordination sheet

Copy this sheet for each event edition and route. Confirm operating and safety details with the transport provider, venue and relevant local authorities. This sheet does not authorize route changes or certify vehicles.

## Service brief

- Event, edition and venue:
- Organizer travel-information owner:
- Transport operator and dispatch contact:
- Venue access owner:
- Approved service dates and timetable version:
- Public transport, parking and independent travel information owner:

## Route and handoff register

| Route / trip | Audience and programme need | Confirmed pickup point | Confirmed drop-off and entrance | Accessible service and boarding contact | Operator lead | Onsite stop lead | Published instruction version |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | |

## Delay and change card

| Affected trip / stop | What the operator has confirmed | Who approves an alternative | Confirmed alternative, if any | Who updates stop staff, web, email or SMS | Next update and time zone | Recheck owner |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |

Suggested attendee message: “The [route/trip] from [confirmed stop] is [verified status]. We are checking the next service with [operator]. The next update will be posted at [time and time zone] on [reachable channel]. For help at the stop, contact [confirmed staff/contact].” Remove any detail that is not yet verified.

## Final walk-through

- [ ] Operator and venue approved stop, route, timetable and contact details.
- [ ] Accessible boarding and entrance information is confirmed, or limitations are stated plainly.
- [ ] Event page, ticket email, venue map, signage and staff brief use the same version.
- [ ] An organizer followed the public directions on a phone to the stop, entrance and return route.
- [ ] Change owner and next review trigger are recorded.

Version / approval / date: ____________________