Pop-up experience requirements and venue reply register
Record the visitor experience and work times before comparing venue replies about areas and hours, then keep site-visit candidates, holds and revisions distinct.
Experience/work requirements connected to candidate replies, site-visit checks, owners and deadlines
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 7 Nov 2026
- Use this for
- Use after defining the pop-up experience, when sending the same requirements to venues and choosing site-visit candidates or revisions. XLSX contains candidate-reply comparison and experience/work requirements. CSV contains only the main candidate-reply table.
When to use it
Use after defining the pop-up experience, when sending the same requirements to venues and choosing site-visit candidates or revisions. XLSX contains candidate-reply comparison and experience/work requirements. CSV contains only the main candidate-reply table.
A basic venue reply is not verification of the actual layout, circulation or safety, or permission to use an area. Distinguish no reply from an unavailable condition. Example dates have no year: confirm the actual event year and time zone before use.
Start with the guide: Decide what visitors will do before choosing a pop-up venueFill in the template step by step
When to use it
Prepare experience/work requirements before choosing venue photographs, then update while collecting candidate replies to the same request.
What to have ready
- The visitor sequence for choosing, assembling, collecting or browsing and leaving
- The brand’s essential experience and operations/production/removal work requirements
- Private/common-area boundaries and candidate replies about dates, hours and scope
- Current requirement memo, drawings, original replies, authors and authority evidence
Records included in the XLSX
- Pop-up experience requirements and venue reply register: Blank / Example (12 fields)
- Experience and work-time requirement brief: Experience-work input / Experience-work example (14 fields)
CSV includes only the main blank table. Use XLSX for all linked records.
XLSX contains candidate-reply comparison and experience/work input tables, fictional examples and instructions. Each input table starts with 24 blank rows. CSV contains only the main candidate-reply table.
In Experience-work input, record visitor actions, essential experience and experience/waiting/replenishment/cleaning/circulation areas. Keep undecided activities as planned or unconfirmed.
Separate delivery/installation/testing, opening preparation, public hours, final visitor service, cleaning/removal and restoration dates and start/end times. Do not infer a year missing from an example.
Connect each candidate to the same requirement IDs. Put your request and venue reply in separate cells. Enter start/end times as time values and confirm dates, years and time zones separately.
Compare who replied about which area and hours with the original record. Do not extend a shop reply to corridor/pavement use. Distinguish no reply from an unavailable condition.
Keep current-configuration holds, revisions and exclusion reasons visible. Review changed work time, transport, storage, costs and the essential experience before requesting the actual decision-maker’s judgment.
Pass on the site-visit scenes, outstanding checks, owners/deadlines and applicable memo. Obtain the recipient’s reply comparing the same conditions and holds with their timetable and layout. In the final column, record the applicable version and recipient comparison reply/time, or why it remains unconfirmed.
Worked example
Fictional example, not an actual event or supplier record
12 columns · scroll horizontally to view the complete worked example.
| Candidate-condition ID | Condition and requirement ID | Requested date and year | Requested start time | Requested end time | Date/year covered by reply | Reply start time | Reply end time | Respondent, time, scope and authority evidence | Decision status | Revision or site-visit check | Next owner, deadline, version and recipient comparison |
|---|---|---|---|---|---|---|---|---|---|---|---|
| A / installation | Installation hours / E1 | 12/11 · year not specified | 18:00 | 21:00 | 12/11 · year not specified | 20:30 | 22:00 | Part of an operating shop. Installation available only 20:30–22:00. Check respondent, reply time and authority evidence against the original reply | Current configuration on hold | Requested 3 hours differs from available 1 hour 30 minutes. Review pre-assembly/installation changes and transport/storage conditions | Production owner / revised work plan by 11/23 12:00 / year not specified / Applicable version and recipient comparison unconfirmed |
| A / use and areas | Event-day use, waiting and replenishment / E2–E5 | 12/12 · year not specified | 10:00 | 20:00 | 12/12 · year not specified | 10:00 | 20:00 | Event-day hours replied. Shop area only; no waiting in common corridor. Internal waiting and material-replenishment space unconfirmed | Current configuration on hold | Do not assume corridor waiting. Check internal waiting/replenishment space and actual circulation | Planner to venue owner / compare area reply and revision / deadline not set / Applicable version and recipient comparison unconfirmed |
| B / installation | Installation hours / E1 | 12/11 · year not specified | 18:00 | 21:00 | 12/11 · year not specified | 18:00 | 21:00 | Independent shop. Reply says requested installation hours are available. Check respondent, reply time and authority evidence against original reply | Site-visit candidate | Check actual installation/testing and movement routes. Matching basic hours does not confirm the layout | Production and venue owners / check on site visit / deadline not set / Applicable version and recipient comparison unconfirmed |
| B / use and areas | Event-day use, waiting and replenishment / E2–E5 | 12/12 · year not specified | 10:00 | 20:00 | 12/12 · year not specified | 10:00 | 20:00 | Reply says internal waiting/replenishment areas may be used. Actual experience layout and movement routes remain unconfirmed | Site-visit candidate | Check whether colour choice, assembly, card collection, browsing/exit, waiting and replenishment work together | Planning, operations and venue owners / compare layout and routes / deadline not set / Applicable version and recipient comparison unconfirmed |
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.
| Candidate-condition ID | Condition and requirement ID | Requested date and year | Requested start time | Requested end time | Date/year covered by reply | Reply start time | Reply end time | Respondent, time, scope and authority evidence | Decision status | Revision or site-visit check | Next owner, deadline, version and recipient comparison |
|---|---|---|---|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — | — | — | — | — |
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 114 · Choose the pop-up venue from what visitors will do
The editorial team translated the article’s experience requirements, installation/public/removal hours and candidate A/B comparison into records. No new venue specification or external organisation’s official form was added.