EVENTODIT.
EDITABLE WORK DOCUMENT

External contractor and insurance approval

Check registration and insurance requirements for main and subcontractors, tracking submission, corrections, final approval and site documents.

Proposals, procurement and contractsProduction, bookings and operations preparationDeparture, load-out and restoration
WHAT THIS TEMPLATE HELPS YOU PREPARE

Each contractor’s requirements and final approval status remain linked.

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
31 Oct 2026
Use this for
Check registration and insurance requirements for main and subcontractors, tracking submission, corrections, final approval and site documents.

When to use it

Check registration and insurance requirements for main and subcontractors, tracking submission, corrections, final approval and site documents.

This form does not determine insurance coverage or grant work permission. A name on a document or an upload alone is not sufficient to mark coverage compliant or finally approved.

Start with the guide: Overseas exhibition contractor registration and insurance verification: a practical guide

Fill in the template step by step

When to use it

Open a record when preparing the work. Link later checks and changes using the same item ID.

What to have ready

  • Main/subcontractor list and build-up/breakdown dates
  • Event registration/insurance requirements and insurer documents

  1. Confirm each contractor’s work, registration/exemption and full work dates.

  2. Compare type, limit, additional insured and dates with requirements and insurer advice.

  3. Separate receipt from final approval and hand over site documents and change reviews.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

External contractor and insurance approval — fictional worked example
Contractor/subcontractor ID and scopeRegistration or exemption basisBuild-up to breakdown work datesOrganiser insurance requirementsCertificate, cover period, insurer reviewSubmitter, receipt and correctionsFinal approval and site documentsChanges and review deadline
CT01 / main A / booth installationRequired under GUIDE01; subcontract list pendingBuild8 Nov to breakdown12 Nov plannedREQ01 types/limits/additional insuredCertificate not requested; dates unverifiedExhibitor submits / due1 NovNo final approvalContractor Kim to request list/cover31 Oct12:00
CT02 / subcontractor B / videoGUIDE01 applies; no exemption8–12 NovREQ01 requirements comparedCOI01 misses breakdown date; insurer correctionReceipt REC01; correction due3 NovNot approved; hold site workInsurance Lee to replace certificate2 Nov15:00
CT02-R1 / BSame GUIDE018–12 Nov checkedREQ01 item review INS02COI02 and INS02; insurer responseResubmitted REC02; organiser APP01APP01 approved; DOC01 received for siteSite Park to reconfirm originals7 Nov16:00

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.

External contractor and insurance approval — blank worksheet
Contractor/subcontractor ID and scopeRegistration or exemption basisBuild-up to breakdown work datesOrganiser insurance requirementsCertificate, cover period, insurer reviewSubmitter, receipt and correctionsFinal approval and site documentsChanges and review deadline
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Check your completed template

  • Each contractor’s requirements and final approval status remain linked.
  • Date or contractor changes do not inherit approval automatically.
  • The site lead receives required documents and outstanding checks.

What to pass to the next person

Registration sends receipt, corrections and approval evidence to the exhibitor site lead. Contractors report actual firm/date changes for any required insurance and registration review.

Check before using this template

This form does not determine insurance coverage or grant work permission. A name on a document or an upload alone is not sufficient to mark coverage compliant or finally approved.

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.