Event volunteer arrival check-in and post handoff template
A filled rota does not show who has arrived. Give the volunteer desk one current shift list and a simple arrival-to-post register. Check-in records presence; the area lead confirms deployment. Neither step replaces a timesheet or changes an assignment by itself.
Boletolibre editorial team
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Download the editable arrival and deployment sheet
Download the volunteer arrival and post handoff sheet (Markdown, English)
Copy one sheet for each event edition. It keeps the planned role beside the arrival time, desk contact, destination lead and post acknowledgment, with a separate line for exceptions. Use the event’s private contact system for information that does not belong in a shared operational log.
Prepare the desk from the current rota
Before the first shift, give the desk a dated rota version, shift references, role or zone names and reporting contacts. Agree where volunteers wait for a briefing or supplies and who can resolve a missing name or changed assignment. The venue’s approved access and circulation plan controls where people may go; the form does not grant access.
Record arrival, then direct the person
Find the volunteer’s assigned shift reference and record actual arrival time. Tell them their role, post and supervisor from the current rota. If the assignment is missing, differs from their message or has already been filled, mark it for the coordinator rather than creating a second assignment at the desk. Record the coordinator’s decision and the rota version used. Keep phone numbers and personal circumstances out of a broadly shared sheet.
Confirm the post received the volunteer
The receiving lead acknowledges arrival at the post and notes the time. If briefing, badge or equipment handoff is still pending, name its owner and leave the row open; track physical items in the event’s separate issue register. A desk check-in without post acknowledgment is a follow-up, not proof that the position is covered.
Close gaps with the coordinator
At the agreed check point, flag assigned volunteers who have not checked in. The coordinator confirms whether they are delayed, absent or reassigned, decides any coverage change and updates the authoritative rota. Tell the desk and affected lead the decision. At shift close, reconcile open rows; send actual worked-time corrections through the separate timesheet process.