Event decision authority, valid replies and handover register
Check the authority basis and scope of conditional or final replies for each change and record handover to the execution owner.
Change handover linking decision-makers, valid replies, prerequisites and acknowledgment
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 1 Nov 2026
- Use this for
- Break a requested change into decisions, check authority and reply conditions, then hand it to the execution owner. Distinct from an overall event inclusion/exclusion register.
When to use it
Break a requested change into decisions, check authority and reply conditions, then hand it to the execution owner. Distinct from an overall event inclusion/exclusion register.
Internal cost approval does not replace venue permission, or vice versa. Do not treat a conditional reply as permission to proceed before its conditions and valid final reply are checked. No automatic approval, legal-responsibility or overall safety assessment is provided.
Start with the guide: Decisions can be acted on when authority and replies alignFill in the template step by step
When to use it
Start when a change is requested. Retain earlier records when updating a reply or prerequisite. The example is a load-in time change for a fictional corporate seminar on 10 December 2026. All times are Korea Standard Time. The extra cost of KRW 300,000 excluding VAT is illustrative.
What to have ready
- Change to decide, applicable document/version and request time
- Verifiable internal delegation, contract and venue reply-contact records
- Original conditional/final replies and prerequisite-check records
- Execution owner, recipients, reply deadline and documented delegated authority
Separate requests into decisions such as cost approval, venue permission and execution handover.
Distinguish the decision-maker from the condition checker; record the actual authority basis, limits and check date.
Record each reply's content, valid scope and conditional or final status. Receipt does not itself mean approval.
For missing replies, verify a designated deputy's documented authority. If none exists, hold the change and escalate the record to the Organiser.
Compare satisfied prerequisites and valid replies, then send the revised record and supporting replies to the execution owner and Organiser.
Confirm acknowledgment time and record permitted execution scope and outstanding conditions. Record actual execution separately.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Decision and requested change | Authority basis and check date | Decision-maker and condition checker | Reply and valid scope | Prerequisite and status | Execution owner and deadline | Notice and acknowledgment | Next check and handover result |
|---|---|---|---|---|---|---|---|
| B1 additional-cost approval; load-in 17:00→16:00; KRW 300,000 excluding VAT | Fictional internal delegation register v1, 2026-12-08 | Budget lead / cost check: Planning lead | 12/08 14:00 additional cost approved; this change's cost only, not venue access permission | Cost approved; venue permission pending | Planning lead; hold execution until venue reply is obtained | Budget approval → Organiser and Operations lead; receipt confirmed 12/08 14:10 | Attach cost approval to the change record; review separately from final venue permission |
| V1 early venue load-in permission; 17:00→16:00 | Fictional venue contract and reply-contact list v1, 2026-12-08 | Venue representative / preceding-event load-out check: On-site operations lead | Conditional reply 12/08 → load-out checked 12/10 15:40, then 16:00 load-in permitted; this change only | Conditional and pending → condition met and final permission at 15:40 | On-site operations lead; check condition 12/10 15:40 | Final venue permission → Planning lead; receipt confirmed 15:45 | Keep conditional and final replies together; not approval of overall site safety |
| H1 revised-record handover and execution-condition check; 16:00 load-in | Fictional internal handover procedure v1, 2026-12-10 | Operations manager / final reply comparison: Planning lead | Only this load-in time change can proceed after valid budget and venue replies are compared | Held while conditions pending → cost and venue conditions checked as met | Installation vendor; revised load-in 12/10 16:00 | 15:50 revised record v2 and venue permission sent to Installation vendor and Organiser; both acknowledge at 15:55 | Ready for 16:00 load-in after acknowledgment; not proof of load-in performed or approval of other changes or overall safety |
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.
| Decision and requested change | Authority basis and check date | Decision-maker and condition checker | Reply and valid scope | Prerequisite and status | Execution owner and deadline | Notice and acknowledgment | Next check and handover result |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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.
- Government Functional Standard GovS 002: Project Delivery
Informed fields for authority limits, conditional decisions, escalation and change records. This UK government project standard is not applied as Korean event law or as actual authority for the fictional organisation.
- HSE · Event safety — Roles and responsibilities
Informed the separation of venue control and contact arrangements. This UK event guidance is not treated as Korean legal responsibility or a load-in permission standard.