Festival combinations, travel support and handover register
Compare entry cutoffs and drop-off times for each performance combination, then record support boundaries, the return journey, changes and recipients' document comparisons.
Combinations that can be explained within confirmed scope, combinations on hold, section-specific services and recipients' comparison of the same memo
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 7 Nov 2026
- Use this for
- Use after collecting the audience's performance choices and required travel functions, when preparing linked-session information and passing changes to site staff.
When to use it
Use after collecting the audience's performance choices and required travel functions, when preparing linked-session information and passing changes to site staff.
Planned drop-off is not completed entry. Do not record support replies or document comparisons as an actual journey test or event-day service delivery. Do not put diagnoses or health information in the general operating register.
Start with the guide: Judge festival combinations by whether travel and support connect, not just by the performance timetableFill in the template step by step
When to use it
Complete before recommending session combinations, and update when routes, times or support change.
What to have ready
- Performances the audience wants to combine and required travel functions
- Timetables, entry cutoffs, routes and meeting-point records
- Transport/support providers' replies on scope, times and booking conditions
- The memo version used by audience services and site staff
Records included in the XLSX
- Festival combinations, travel support and handover register: Blank / Example (12 fields)
- Route and support conditions by section: Route-support input / Route-support example (14 fields)
- Changes, holds and document handover: Changes-handover input / Changes-handover example (12 fields)
CSV includes only the main blank table. Use XLSX for all linked records.
The XLSX contains input tables, fictional examples and instructions for session combinations, route/support conditions and changes/document handover. Each input table starts with 24 blank rows. The CSV contains only the session-combination input table.
Enter performance end, planned drop-off, entry cutoff and start in separate cells including dates. Do not copy the support end time into an actual entry-time field.
Give separate IDs to the departure-station-to-first-venue, inter-venue and return sections. Record required functions, exits, slopes, rest points, support boundaries, providers and evidence.
Keep unconfirmed datetimes blank and describe the outstanding check with an owner and deadline. Do not invent deadlines, locations or provider details missing from the example.
The two C02 example rows show the change from the initial review to memo v2. In an actual current register, identify the applicable version and retain earlier records in the change history.
When a section changes, review every combination using it and the return conditions. Record whether recipients describe the same session, person to meet after drop-off and return information.
Worked example
Fictional example, not an actual event or supplier record
12 columns · scroll horizontally to view the complete worked example.
| Combination ID | First performance-session | Performance end datetime | Journey section IDs | Planned drop-off datetime | Next performance-session | Entry cutoff datetime | Performance start datetime | Decision status | Grounds and outstanding checks | Next owner | Reply deadline |
|---|---|---|---|---|---|---|---|---|---|---|---|
| C01 | A 18:00 session | 2027-02-13 18:40 | M01 | 2027-02-13 19:05 | B 19:00 session | 2027-02-13 18:50 | 2027-02-13 19:00 | Exclude for this transport | 26 Nov review. Drop-off is later than the entry cutoff. Review other sessions or transport separately. | Whole-journey coordinator | — |
| C02 / initial review | A 18:00 session | 2027-02-13 18:40 | M01-M02 | 2027-02-13 19:05 | B 19:30 session | 2027-02-13 19:20 | 2027-02-13 19:30 | Linked information on hold | 26 Nov: retain as a candidate. Support from drop-off to entrance and waiting/rest conditions are unconfirmed. | B coordinator | — |
| C02 / memo v2 | A 18:00 session | 2027-02-13 18:40 | M01-M02-M03 | 2027-02-13 19:05 | B 19:30 session | 2027-02-13 19:20 | 2027-02-13 19:30 | Information within confirmed scope | 27 Nov 11:00: replies on support scope/times, waiting/rest and return received. Visitor choice confirmed. Journey not tested. | Whole-journey coordinator | — |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
12 columns · scroll horizontally to view the complete blank worksheet.
| Combination ID | First performance-session | Performance end datetime | Journey section IDs | Planned drop-off datetime | Next performance-session | Entry cutoff datetime | Performance start datetime | Decision status | Grounds and outstanding checks | Next owner | Reply 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.
- EVENTODIT Guide 116: festival combinations and connected travel/support
The editorial register follows the guide's session, section, support-boundary, hold and document-handover workflow. It is not an external body's official form; its examples are the guide's fictional record.