EVENTODIT.
EDITABLE WORK DOCUMENT

Master schedule, prerequisites and reply log

Link task IDs and prerequisites while keeping planned times separate from actual completion and replies.

Initial planning and budgetProduction, bookings and operations preparationSettlement, reporting and review
WHAT THIS TEMPLATE HELPS YOU PREPARE

A connected schedule and change record from early decisions through settlement

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
31 Oct 2026
Use this for
Use from the planning draft through venue/supplier replies and post-event submissions.

When to use it

Use from the planning draft through venue/supplier replies and post-event submissions.

The form does not reschedule tasks automatically. A planned start time does not establish that a prerequisite is complete.

Start with the guide: Build an event master schedule from preparation to closeout

Fill in the template step by step

When to use it

When assigning work, and throughout venue return, settlement and reporting.

What to have ready

  • Event stages and actual contractual deadlines
  • Venue, authority and supplier timing/reply requirements
  • Prerequisite documents and change, acceptance and submission records

  1. Give each task an ID, owner, planned time, deadline and time zone.

  2. Link prerequisite IDs and required approvals; do not impose a sequence on work that can run in parallel.

  3. Record actual sending, acknowledgement, approval and completion separately from plans.

  4. When conditions change, gather the impacts and replies, issue an updated version and confirm receipt.

Worked example

Fictional example, not an actual event or supplier record

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

Master schedule, prerequisites and reply log — fictional worked example
Task ID, stage and workOwner and confirming partyPlanned start, deadline and time zonePredecessor ID and required evidenceActual sending, receipt, approval and completionCurrent status and unresolved reasonDelay impact, proposed change and decisionNext check, owner/deadline and shared version
TS-01 / Planning / confirm venue hoursVenue lead P01 to venue V01Request 11-05 10:00 / reply by 11-06 12:00 / KSTNone / setup, show and load-out brief EV1Sent 11-05 10:05 / acknowledged 10:30Awaiting approval / night work unconfirmedDispatch and setup depend on reply / draft remains assumedP01 checks 11-06 12:00 / schedule V1 shared
TS-02 / Load-in / equipment unloadingLogistics L01 to V01 and supplier R01Proposed 11-19 08:30–10:00 / KSTTS-01 venue hours and loading-area allocationSupplier received 11-05 15:00 / venue approval absentHold / vehicle arrival alone does not permit unloadingAffects rehearsal TS-03 / tell technical team actual installation time after approvalL01 collects replies by 11-06 15:00 / retain V1
TS-03 / Rehearsal / final signal-path testTechnical T01 to show lead P02Proposed 11-19 14:00–15:30 / KSTTS-02 installation and mandatory-check confirmationFile V3 received 11-05 16:00 / installation incompleteHold / file receipt is separate from completed testingRecheck preparation time after unloading changes; do not compress unsafe concurrent workT01 reports test results after installation confirmation / issue V2 if changed
TS-04 / Closeout / final submissionSettlement F01 to approver F02Collect 11-23 / proposed submission 11-26 17:00 / KSTAcceptance, approved changes, invoices and payment evidenceSome evidence received 11-21 12:00 / internal review pendingCollecting / agreement deadline unverifiedExternal deadline not confirmed / check its starting pointF01 checks deadline by 11-22 / track V2 after the event

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.

Master schedule, prerequisites and reply log — blank worksheet
Task ID, stage and workOwner and confirming partyPlanned start, deadline and time zonePredecessor ID and required evidenceActual sending, receipt, approval and completionCurrent status and unresolved reasonDelay impact, proposed change and decisionNext check, owner/deadline and shared version
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Check your completed template

  • Each task has an owner, deadline and prerequisites.
  • Planned times are separate from actual replies and completion.
  • Post-event and unresolved tasks have owners and next check dates.

What to pass to the next person

The schedule owner sends the version, as-of time and change impacts to each lead. Confirm receipt and completion replies before updating the next task’s prerequisites.

Check before using this template

Predecessor IDs support human review, not automatic scheduling or work approval. Venue permissions, safety plans and contractual deadlines require separate confirmation from their owners.

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.