Part of our work process includes keeping a calendar of room bookings so that we can prepare in advance. The calendar also helps us backtrack if we need to generate reports.
For example, after the first round of COVID funding, we were required to estimate our cost of disinfecting, including how many hours were spent cleaning. Thanks to the calendar, we could estimate how much time was spent per room.
There's an event today that I was aware of. But, somehow, it did not make it on the calendar. It's not an event that happened through the normal channel, which is bottom up. This was top down. So, when the event organizers showed up yesterday, we were unprepared.
Fortunately, the event organizers are experienced with planning for all contingencies. They came prepared, which is unusual.
As a salaried employee, I am the most appropriate person to put in a few extra hours of work. Although, it's not all that much work. Basically, I just have to stand by to help, if needed. I also had to open up the building and make sure to lock up afterward.