M-T1-CP-01-SD-02 — Volunteer Role Allocation Sheet

Release control

Controlled field	Controlled value
Status	REVIEW — configured derivative; not approved for operational release
Supporting-document code	M-T1-CP-01-SD-02
Exact derivative title	Volunteer Role Allocation Sheet
Source initiative	M-T1-CP-01 - Community Open Day
Source initiative code	M-T1-CP-01
Source initiative title	Community Open Day
Initiative disposition	Canonical retained
Canonical parent	M-T1-CP-01 - Community Open Day
Canonical parent code and title	M-T1-CP-01 - Community Open Day
Named overlay or migration label	Canonical body
Redirect or tombstone route	None — retained canonical with stable source code
Production family	F02 — People, Roster and Safety
Family master	Playbook_F02_People_Roster_Safety_Master.md
Family master version	1.0, issued 1 August 2026
Index authority	Playbook Supporting Documents Master Index v1.1, issued 2 August 2026
Family / master version	F02 / 1.0
Recorded master SHA-256	e9c57df5391e7774a9c00b8ac8ca21906d0c5c2f1e87592601079309620a9b74
Authoritative index	Playbook_Supporting_Documents_Master_Index.md v1.1
Configured master variant	F02 Section 20 — M-T1-CP-01-SD-02 Volunteer Role Allocation Sheet overlay
Derivative version	0.1
Release status	REVIEW — initiative-configured working derivative; local approval required before operational release

Adaptation note: This derivative applies the F02 Community Open Day overlay. It places experienced welcome and departure hosts at the visitor journey, gives each current project display a fact-briefed host, separates refreshments from registration and sensitive records, names an accessibility contact and floor host, and requires an owned handover for every promised follow-up.

This is a planning and governance tool, not legal, medical, safeguarding, employment, food-safety or insurance advice. Confirm current requirements with the relevant state or territory regulator, venue, insurer, council, District safeguarding lead and competent advisers before assigning people.

1. Instructions

Complete the controlled fields and local review gate before recruiting or assigning volunteers.
Define work, authority, limits, competency, supervision, relief and handover before entering a person's name.
Give every critical role a primary and an accepted alternate; do not combine roles whose peak duties clash.
Keep telephone numbers, adjustments, emergency contacts, screening evidence and incident details in restricted records, not this working or public allocation sheet.
Brief each role holder, record acceptance, sign people on and off, and reconcile follow-up and records at close.
If a safety, safeguarding, privacy, food or welfare control cannot be met, redesign, pause or stop the affected activity.

2. Controlled event fields

Field	Entry
Event name	______________________________
Club or delivery unit	______________________________
Event date and public hours	______________________________
Venue and controlled roster location	______________________________
Accountable sponsor	______________________________
Event lead / alternate	______________________________
People and roster lead	______________________________
Safety / first-aid lead	______________________________
Safeguarding lead	______________________________
Accessibility contact	______________________________
Registration/data custodian	______________________________
Refreshment lead, if applicable	______________________________
Related approved F01 event plan	______________________________
Related F05 registration route	______________________________
Version / prepared date / review date	______________________________

3. Local review and assignment gate

Review decision	Evidence or approved condition	Owner	Complete
Venue, organiser and emergency conditions confirmed	______________________________	__________________	[ ]
Applicable WHS duties and task controls reviewed locally	______________________________	__________________	[ ]
Insurance cover, exclusions and notification route confirmed	______________________________	__________________	[ ]
Child-safe screening, conduct, supervision and reporting controls confirmed	______________________________	__________________	[ ]
Food and refreshment requirements confirmed where applicable	______________________________	__________________	[ ]
Privacy, photography, registration and records controls confirmed	______________________________	__________________	[ ]
Accessible route, seating, communication and evacuation arrangements checked	______________________________	__________________	[ ]
First aid, emergency contacts, security and incident route approved	______________________________	__________________	[ ]

Gate decision: Approved / Approved with conditions / Redesign required / Do not proceed Reviewer, date and evidence location: ______________________________________________

4. Required role architecture

Role	Community Open Day purpose	Required boundary or control
Event and shift lead	Maintain visible whole-event authority and coordinate changes	Must not override specialist safety or safeguarding decisions
Welcome hosts	Orient visitors, explain the event and offer an accessible first step	Do not begin with a membership pitch or collect private notes
Project-story hosts	Explain a limited number of current displays using verified facts	Hand off questions outside the approved brief; do not improvise claims
Registration and data custodian	Control approved forms, devices, privacy notice and secure transfer	Use the approved F05 route; no personal contact lists
Accessibility contact	Adjust route, seating, communication or participation privately	Ask what adjustment is needed, not for a diagnosis
Refreshment lead	Manage the approved refreshment process and people	Remain separate from registration and sensitive records
Floor host	Monitor queues, unattended visitors, clustering, restricted access and emerging needs	Escalate concerns; do not manage complex conflict alone
Follow-up owner	Accept interest-based promises and assign due dates before close	Do not treat all attendees as membership leads
Departure host	Close the visitor journey, check next step and thank the visitor	Use only the follow-up choice the visitor made

5. Master role allocation sheet

Duplicate rows as needed. “Ready” means the role card, competency or screening check, briefing, adjustment, relief and acceptance are all complete.

Role / zone	Purpose and required tasks	Explicit limits	Competency, screening or briefing	Primary / volunteer ID	Alternate or relief	Duty period / break	Accountable to	Handover output	Ready
Event lead	Whole-event coordination and site handback	No specialist override	F01 plan, decision triggers, emergency route	__________________	__________________	__________________	Accountable sponsor	Accepted site and records close	[ ]
Welcome host / arrival	Orient, identify access needs, direct visitor	No pressure or unnecessary data capture	Visitor promise, access route, escalation	__________________	__________________	__________________	Shift lead	Visitor handed to correct host	[ ]
Project-story host / display ___	Explain approved current project and next step	No unsupported facts or private notes	Verified story brief and follow-up route	__________________	__________________	__________________	Floor host	Questions and promises transferred	[ ]
Registration/data custodian	Run approved registration and secure records	No personal device/list unless approved	F05, privacy notice, secure custody	__________________	__________________	__________________	Event lead	Data transfer receipt	[ ]
Accessibility contact	Arrange dignified operational adjustments	No diagnostic inquiry	Site access, communication options, evacuation	__________________	__________________	__________________	Event lead	Restricted adjustment record transferred	[ ]
Refreshment lead	Deliver approved refreshments safely	No registration or sensitive-record duty	Local food/venue instruction	__________________	__________________	__________________	Shift lead	Food/stock/control status	[ ]
Floor host	Monitor flow, coverage and emerging concerns	Escalate, do not investigate	Site plan, conduct, safeguarding, stop route	__________________	__________________	__________________	Event lead	Floor status and open actions	[ ]
Follow-up owner	Receive and allocate promised next steps	Choice-specific contact only	F05 follow-up and retention controls	__________________	__________________	__________________	Event lead	Owned follow-up register	[ ]
Pack-down/site handback	Assets, waste, data and venue acceptance	Do not release team before critical close	Asset plan and venue handback	__________________	__________________	__________________	Event lead	Signed handback and exceptions	[ ]
Other: __________	______________________________	______________________________	______________________________	__________________	__________________	__________________	__________________	__________________	[ ]

6. Coverage and visitor-journey check

Critical point	Opening	Peak	Break relief	Closing	Alternate accepted
Event/shift authority	__________________	__________________	__________________	__________________	[ ]
Welcome and departure	__________________	__________________	__________________	__________________	[ ]
Every active project display	__________________	__________________	__________________	__________________	[ ]
Registration/data custody	__________________	__________________	__________________	__________________	[ ]
Accessibility support	__________________	__________________	__________________	__________________	[ ]
Safety/first aid and safeguarding	__________________	__________________	__________________	__________________	[ ]
Refreshments, if used	__________________	__________________	__________________	__________________	[ ]
Follow-up ownership	__________________	__________________	__________________	__________________	[ ]
Pack-down/site handback	__________________	__________________	__________________	__________________	[ ]

[ ] Experienced, approachable hosts are at both arrival and departure.
[ ] Project-host breaks are staggered so no live display is abandoned.
[ ] A quiet conversation area is observable and consistent with safeguarding controls.
[ ] Public messages, QR codes and forms have an owner who will test them before opening and during the event.
[ ] Members know how to hand visitors to the correct project or follow-up owner.
[ ] The public duty list contains only preferred name, role, location and duty time.

7. Briefing and acceptance record

Volunteer ID	Role	Purpose/boundaries	Site/emergency	Access/inclusion	Safeguarding/conduct	Data/photography	Task-specific module	Accepted by/date
__________________	__________________	[ ]	[ ]	[ ]	[ ]	[ ]	__________________	__________________
__________________	__________________	[ ]	[ ]	[ ]	[ ]	[ ]	__________________	__________________
__________________	__________________	[ ]	[ ]	[ ]	[ ]	[ ]	__________________	__________________

8. Sign-on, change, handover and sign-off

Volunteer ID	Arrival	Role/zone confirmed	Fit-for-task check	Change or break	Handover to / accepted	Equipment/data returned	Concern reference only	Finish / shift-lead sign-off
__________________	______	__________________	[ ]	__________________	__________________	[ ]	None / __________	__________________
__________________	______	__________________	[ ]	__________________	__________________	[ ]	None / __________	__________________

9. Follow-up handover

Record no sensitive narrative here. Use the approved restricted route where required.

Interest or promised next step	Visitor reference	Consent/choice recorded in F05	Owner	Due date	Handover accepted	Completion reference
______________________________	__________________	[ ]	__________________	__________	[ ]	__________________
______________________________	__________________	[ ]	__________________	__________	[ ]	__________________

10. Close-out and REVIEW approval

[ ] Every assigned person is accounted for and signed off.
[ ] Breaks, role changes, no-shows and coverage exceptions are recorded.
[ ] Data, forms, devices, keys, cash and assets have accepted custody.
[ ] Safety, safeguarding, food, privacy and welfare matters are transferred by restricted reference.
[ ] Follow-up promises have an owner, due date and consent-aware record.
[ ] Public copies and working exports are removed or stored under the approved retention route.
[ ] Lessons have an owner and date.

Approval role	Name	Decision	Date	Evidence location
People and roster lead	__________________	Ready for local operational approval / Return for revision	__________	__________________
Safety/safeguarding reviewer	__________________	Controls accepted / Conditions recorded	__________	__________________
Accountable sponsor	__________________	Approved / Not approved	__________	__________________

Until these approvals are complete, this derivative remains REVIEW.