Accessible Booking, Seating and Arrival Record
Record the support requested, what the venue can provide, and seats for the visitor and companion. Tell front-of-house staff whether the booking is confirmed and whether the visitor has accepted an alternative.
A shared booking record showing agreed seats, support and outstanding checks for ticketing and front-of-house staff.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Use from the first access enquiry through arrival on the day. Record practical support needs and agreed conditions, rather than diagnoses.
When to use it
Use from the first access enquiry through arrival on the day. Record practical support needs and agreed conditions, rather than diagnoses.
Do not apply an overseas venue’s free-companion policy to every event. Confirm actual seating, evacuation support and available assistance with venue and operations staff. Do not request unnecessary personal information.
Start with the guide: Accessible Seating and Companion Seat Operations: A Practical Guide by RoleFill in the template step by step
When to use it
Complete when an access enquiry arrives, then recheck before handing the booking list to on-site staff.
What to have ready
- The visitor’s support request
- Actual seating plan, access route and support-equipment checks
- Booking status and the visitor’s acceptance of the offered conditions
Separate the requested support from what the venue can provide.
Confirm the visitor’s and companion’s seats and booking statuses.
For an alternative, obtain the visitor’s acceptance and venue confirmation before changing the booking status.
Give front-of-house only the booking ID, support needs and arrival instructions needed to assist the visitor.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Booking reference and enquiry channel | Support requested and discussed | Available support and conditions | Visitor and companion seat numbers | Enquiry or confirmed booking | Change and person checking it | Instructions for front-of-house staff | Outstanding checks and completion |
|---|---|---|---|---|---|---|---|
| AC-01 / Fictional B-101 / web enquiry | Wheelchair position and adjacent companion seat requested / checked with visitor | MAP-v5 positions W1 and C1 available / access route ROUTE-A | Visitor W1 / companion C1 / separate tickets issued | Visitor accepted seats and support 2026-11-08 16:20 / BOOK-v4 | Ticketing lead rechecks for changes 11-09 10:00 | Usher: north entrance 13:30 / share booking ID, seats and required support only | Record support completion after arrival check on 11-12 / no diagnostic records shared on site |
| AC-02 / Fictional B-102 / phone | Step-free access and a nearby companion seat requested | Route to the initial A12 seat includes steps / B02 and B03 offered instead | Visitor B02 / companion B03 held provisionally | Alternative sent 11-08 17:00 / booking remains unconfirmed until visitor accepts | Ticketing lead follows up by 11-09 12:00 / do not cancel existing seats without agreement | Show only “support enquiry in progress” on the site list until confirmed | Reissue after visitor acceptance and venue route check / follow up if there is no reply |
| AC-03 / Fictional B-103 / email | Listening device requested / discussed how the visitor will use it | DEV-02 tested on site / collection and return instructions v2 | Visitor D04 / no companion | Visitor accepted conditions 11-10 11:00 / device booking confirmed | Access lead checks backup device DEV-03 separately | Collect from support desk at 13:40 / provide staff role and internal contact route | Check return of DEV-02 after the event / include only whether support was provided in the review |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Booking reference and enquiry channel | Support requested and discussed | Available support and conditions | Visitor and companion seat numbers | Enquiry or confirmed booking | Change and person checking it | Instructions for front-of-house staff | Outstanding checks and completion |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Royal Ballet and Opera · Access Scheme
Adapted links between assistance requests, accessible seating and companion position. Venue-specific eligibility and free-ticket rules are not copied as universal policy.