Attendance measures, scale scenarios and venue conditions
Separate registrations, entry and occupancy definitions and evidence, then record space and staffing conditions for each scenario.
A scale review that distinguishes demand assumptions from actual layout restrictions
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Use before confirming recruitment scale and after changes to space, sessions or layout.
When to use it
Use before confirming recruitment scale and after changes to space, sessions or layout.
Do not treat a general venue figure as approval for an event layout. A higher-demand forecast is not permission to increase capacity.
Start with the guide: Separate attendance forecasts from venue conditions when planning event scaleFill in the template step by step
When to use it
When forecasting recruitment and space, and before changing scale or layout.
What to have ready
- Registration trends and earlier event populations and periods
- Current layout and venue’s actual applicable conditions
- Operations, safety and accessibility resource evidence
Define inclusion, period and duplicate treatment for each measure first.
Use the same definitions across baseline, lower and higher scenarios and link evidence and assumptions.
Distinguish general venue information from actual layout restrictions and obtain responsible-party confirmation.
Send resource gaps and alternatives to the decision-maker; do not present a pending increase as approved.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Scenario and area ID | Measure, included people and period | Forecast people | Evidence, counting/deduplication and assumptions | Layout version and applicable restriction | Staff, access support and resource conditions | Adjustment trigger, authority and approval | Unconfirmed condition, owner and deadline |
|---|---|---|---|---|---|---|---|
| BASE-REG / All | Registrations / general and invited, cancellations excluded / 11-18 17:00 | 150 | Fictional forecast in R1 / unique registration IDs, deduplicated | Do not directly compare cumulative registration with simultaneous L1 capacity | Review information and supply quantities by attendance route | P01 decides recruitment changes / V01 and S01 confirm venue conditions | R01 checks trend and population by 11-10 12:00 |
| BASE-OCC / Hall H1 | Simultaneous occupancy / audience, speakers and staff / 11-20 14:00 | 120 | Comparability with earlier event window unverified / assumption A1 | Fictional venue reply VR1: L1 limit 140 simultaneous people, with documented scope and conditions | Eight operations staff available / accessible seating and route review underway | Forecast of 120 is not safety approval / V01 and S01 review | S01 checks flows and resources by 11-12 16:00 |
| LOW-OCC / Hall H1 | Simultaneous occupancy / same scope as BASE-OCC | 90 | Lower scenario A2 / assumed pending demand evidence | Review L1 against venue reply VR1 | Staffing and session reductions unconfirmed | P01 reviews evidence before reducing sessions | P02 returns revised quote and operating terms by 11-12 12:00 |
| HIGH-OCC / Hall H1 | Simultaneous occupancy / same scope as BASE-OCC | 180 | Higher scenario A3 / registration and staggered-entry assumptions untested | Existing L1 limit 140 / no approval for expanded layout or another venue | Extra staff, toilets and access support not secured | Hold increase / P01 reviews staggered sessions or another venue with V01 and S01 | Do not announce higher capacity before replies / P02 rechecks 11-13 |
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.
| Scenario and area ID | Measure, included people and period | Forecast people | Evidence, counting/deduplication and assumptions | Layout version and applicable restriction | Staff, access support and resource conditions | Adjustment trigger, authority and approval | Unconfirmed condition, owner and deadline |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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.
- COEX Magok Convention Center · Fifth-floor meeting room capacities by layout
The record applies distinctions between registration, entry, occupancy and venue limits and considers area risks and resources. No real venue’s published capacity is used as an example threshold.
- UK Health and Safety Executive · Assess crowd safety risks and identify hazards
The record applies distinctions between registration, entry, occupancy and venue limits and considers area risks and resources. No real venue’s published capacity is used as an example threshold.