Initial Event Conditions, Preparation Limits and Review Register
Use one row per condition to record evidence and deadlines, permitted preparation, commitments on hold and the handover for review after expiry.
A record linking condition evidence to permitted work, hold boundaries and review handover
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 2 Nov 2026
- Use this for
- Use after purpose, options and feasibility reviews, to record the actual initial decision. The fictional example is a corporate customer forum on 2026-12-17. D1 v1 conditionally authorises review work at 10:00 KST on 2026-11-04, valid until 12:00 on 11-09. One planner and six hours in total are one shared D1 cap; do not add six hours for each condition row. Only internal drafting and non-binding terms enquiries are allowed. Contracts, orders, deposits and confirmed-attendance notices remain on hold.
When to use it
Use after purpose, options and feasibility reviews, to record the actual initial decision. The fictional example is a corporate customer forum on 2026-12-17. D1 v1 conditionally authorises review work at 10:00 KST on 2026-11-04, valid until 12:00 on 11-09. One planner and six hours in total are one shared D1 cap; do not add six hours for each condition row. Only internal drafting and non-binding terms enquiries are allowed. Contracts, orders, deposits and confirmed-attendance notices remain on hold.
A fulfilled condition is not approval to hold the entire event; an enquiry is not a booking. At expiry the recorder marks work on hold and requiring review, without automatically extending permission. No automatic or legal approval or safety judgement is provided.
Start with the guide: An initial decision must state what may be done now, not simply “proceed”Fill in the template step by step
When to use it
Complete after the initial decision; preserve prior records when replies arrive, scope changes or validity expires. The fictional example is a corporate customer forum on 2026-12-17. All times are KST.
What to have ready
- Current problem, objectives and options review, scope inclusions/exclusions and feasibility review
- Actual authority evidence, decision text, time and document version
- Evidence, owner and reply deadline for each condition, and the next decision time
- Permitted preparation, shared resource cap and contracts/external notices on hold
Record the decision ID, version, current proposal and actual decision. A request to review a reduced proposal is not approval to hold a smaller event.
Create one row per condition, with acceptance criterion, verification owner and deadline.
Record permitted preparation, shared resource cap and commitments on hold for the whole decision. Do not multiply the shared cap by the row count.
Check evidence and its scope before recording each condition state. Do not turn one fulfilled condition into full approval.
For unmet conditions, expiry or scope change, the recorder marks the agreed work on hold and submits review material. Do not extend validity without authority.
Keep each new decision under a separate ID/version. Hand over the current proposal, prior decision, evidence and outstanding work; confirm receipt and understanding of the permitted work.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Decision and condition IDs | Condition and acceptance criterion | Evidence and applicable scope | Verification owner and deadline | Condition state and check time | Permitted preparation and shared resource cap | Commitments and work on hold | Review, notification and receipt confirmation |
|---|---|---|---|---|---|---|---|
| D1 v1 / C1 | Written confirmation of the enquired date/time and use terms for the 12-17 forum venue | Fictional venue terms reply V1; date/time and terms enquiry only, not a booking | Planning lead; 2026-11-06 17:00 KST | Fulfilled; reply checked against the condition at 17:00 on 11-06 | Internal drafting and non-binding enquiries during D1 validity; shared cap of one planner and six hours total | Contracts, orders, deposits and confirmed-attendance notices on hold; C1 fulfilment does not release them | Record D1 expired/on hold/review required at 12:00 on 11-09; send to decision maker, procurement and communications at 12:10; receipt confirmed at 12:20; review scheduled for 15:00 |
| D1 v1 / C2 | Written confirmation from the operations lead that the staff required for operating plan O1 can be assigned | Fictional operating plan O1 and staffing enquiry; no reply, no confirmed assignment | Operations lead; 2026-11-09 12:00 KST | Unconfirmed; no valid reply by 12:00 on 11-09 | Same shared D1 cap, not another six hours; review work also on hold after 12:00 on 11-09 | Contracts, orders, deposits and confirmed-attendance notices remain on hold | Attach the unanswered C2 request, D1 and current proposal; 15:00 review is scheduled, not a D2 decision or event approval |
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 condition IDs | Condition and acceptance criterion | Evidence and applicable scope | Verification owner and deadline | Condition state and check time | Permitted preparation and shared resource cap | Commitments and work on hold | Review, notification and receipt confirmation |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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 v2.1
Adapted conditional decisions with assigned owners and the distinction between stage initiation and resource commitments. This UK government standard is not Korean event law or actual authority for the fictional organisation.
- HSE · Event safety — Getting started
Adapted checks of resources and facilities against event scale, audience, date/time and location. This UK guidance does not make the register a substitute for safety planning, specialist review or statutory processes.