# Volunteer arrival and post handoff sheet

Make a copy for each event edition. Use a volunteer reference or the minimum name needed for staff to find the assignment. Keep personal contact details, accessibility needs and reasons for absence in the event’s restricted contact process. This sheet records arrival and deployment; it is not a timesheet or an access authorization.

## Control details

| Field | Entry |
| --- | --- |
| Event / date | |
| Volunteer desk lead | |
| Current rota version / time received | |
| Check point for unresolved arrivals | |
| Coordinator who can approve assignment changes | |
| Receiving leads and private contact route | |

## One row per assigned shift

| Shift ref | Volunteer ref | Planned role / zone / post | Planned start | Actual arrival | Desk staff | Briefing / supplies destination | Receiving lead | Arrived at post / time | State: expected, at desk, at post, exception, absent | Follow-up owner / next check |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | | | | |
| | | | | | | | | | | |
| | | | | | | | | | | |

## Exceptions and coverage decisions

| Shift ref | What the desk observed (operational facts only) | Coordinator decision / time | Replacement or revised post | Updated rota version / time | Desk and receiving lead notified / time | Open issue owner / next check |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |
| | | | | | | |

At shift close, follow up every row without receiving-lead acknowledgment. Record badge or equipment custody in the separate item issue register; route worked-hour corrections through the separate timesheet.