Outdoor performance technical review and hold handover
Bring structural, electrical, sound and production-contact reviews onto the same layout/configuration versions, then record continuing holds and the installation team’s comparison reply.
A connected record of review scopes, outstanding replies, holds and recipient comparison of changed versions
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 7 Nov 2026
- Use this for
- Use after aligning venue records, supplier proposals and artist requirements to one layout and operating schedule, for discipline reviews, changes and installation-team handover. XLSX contains technical-review and change/handover records. CSV contains only the main technical-review register.
When to use it
Use after aligning venue records, supplier proposals and artist requirements to one layout and operating schedule, for discipline reviews, changes and installation-team handover. XLSX contains technical-review and change/handover records. CSV contains only the main technical-review register.
Receiving records, reviewing scope, permitting work, inspecting installation and approving operation are different states. Staff enter statuses manually after comparing evidence and scope. Screen removal or document handover does not automatically release an electrical connection/use hold.
Start with the guide: Outdoor performances need technical requirements checked against one shared layoutFill in the template step by step
When to use it
Start when requesting discipline reviews. Add follow-up records under the same item ID when the layout, configuration or operating times change.
What to have ready
- Current layout, configuration list, timetable and technical coordinator
- Artist requirements, original venue records/restrictions and supplier proposals/specifications
- Discipline review requests, original replies and applicable scope
- Changed versions, continuing holds, next review/test schedule and installation-team contacts
Records included in the XLSX
- Outdoor performance technical review and hold handover: Blank / Example (12 fields)
- Changed versions and continuing holds: Changes handover / Changes example (11 fields)
CSV includes only the main blank table. Use XLSX for all linked records.
Set event name/date, as-of time/time zone and layout/configuration/timetable versions, then assign item IDs by function and phase.
For each evidence file record venue/supplier origin, author/date/location and its original link or file ID. Enter only actual receipt times.
Keep receipt and review status separate. Compare the original reply and confirmed scope with the requested version, location and operating times.
For unconfirmed items record work held, the next owner and reply deadline. “Scope confirmed” does not mean whole-system operating approval.
Add previous/current versions, removed/retained functions, re-review scope and continuing holds to Changes handover.
Record when installation staff reply after comparing the same versions and holds, and retain that reply. Verify actual installation inspection, tests and use permission through their responsible procedures.
Worked example
Fictional example, not an actual event or supplier record
12 columns · scroll horizontally to view the complete worked example.
| Item ID | Discipline and essential/optional function | Required function, location and operating phase | Venue and supplier evidence | Layout and configuration versions reviewed | Records received at | Reviewer and requested scope | Review status | Original reply, time and confirmed scope | Work held now | Next confirmation owner | Reply deadline |
|---|---|---|---|---|---|---|---|---|---|---|---|
| S1 | Structures / optional screen | Suspended screen / position and installation time unconfirmed | Screen proposal only / evidence of structural-review coverage not received | P2 / T2 | — | Structural reviewer and stage supplier / compare whether the screen is covered | Unconfirmed | Structural-review coverage unconfirmed / reply time not recorded | Screen installation order | Structural reviewer and stage supplier | 2027-05-06 12:00 |
| E1 | Electrical / function category unconfirmed | Band and screen together / review actual connection and use conditions | Supply records and equipment list available / concurrent-use review incomplete | P2 / T2 | — | Electrical reviewer / missing records and concurrent-use review | Unconfirmed | Concurrent-use review reply incomplete / reply time not recorded | Electrical connection and use of this configuration | Electrical reviewer | 2027-05-06 12:00 |
| A1 | Sound and announcements / function category unconfirmed | Music and visitor announcements / only operating times confirmed | Operating-time records / sound and announcement scope undecided | P2 / T2 | — | Sound lead and operations lead / separate music and announcement roles | Unconfirmed | Operating scope undecided / reply time not recorded | Unconfirmed announcement delivery | Sound lead and operations lead | 2027-05-06 12:00 |
| C1 | Production contact / function category unconfirmed | Production contact on site / actual operating test needed | Draft contacts / no site-test record | P2 / T2 | — | Technical coordinator / set the site-test time | Unconfirmed | Operation on site unverified / reply time not recorded | Handover claiming communication is established | Technical coordinator | 2027-05-06 12:00 |
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.
| Item ID | Discipline and essential/optional function | Required function, location and operating phase | Venue and supplier evidence | Layout and configuration versions reviewed | Records received at | Reviewer and requested scope | Review status | Original reply, time and confirmed scope | Work held now | Next confirmation 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 117 · Outdoor performances need technical requirements checked against one shared layout
The guide’s shared layout/operating times, discipline reply scopes, P2/T2-to-P3/T3 change and continuing-hold handover are represented in two registers. No foreign rules or new technical criteria are added by this form.