Participant actions, format and programme operating plan
Link intended participant actions to format evidence and check capacity, space, resources and access.
A design record connecting participant actions, operating conditions and unresolved ownership
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Use when turning objectives into a programme and checking deliverability with teams.
When to use it
Use when turning objectives into a programme and checking deliverability with teams.
A talk, activity or meeting format does not guarantee outcomes. Mark untested participant needs, costs and support as assumed or unknown.
Start with the guide: Choose the event format and programme around participant actionsFill in the template step by step
When to use it
After agreeing objectives and audiences, when selecting formats and allocating resources.
What to have ready
- Objectives and participant evidence separated from assumptions
- Candidate programme venue, time, staffing and equipment conditions
- Language, access, materials, rights and cost confirmations
Describe the intended action first and test whether theme, space and delivery support it.
Record why the format is chosen and link actual feedback or untested assumptions.
Compare capacity, timing, shared resources, movement, breaks and access with the relevant teams.
Record unresolved owners and deadlines and hand decisions to operations and recruitment.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Programme ID and owner | Goal, participant action and audience | Candidate format and reason/feedback evidence | Session capacity (people) | Time, space and prerequisites | Language, access, people and equipment | Cost, rights, status and evidence | Unconfirmed condition, owner/deadline and decision |
|---|---|---|---|---|---|---|---|
| PG-01 / Shared briefing / P01 | Understand product conditions and ask questions / general attendees and buyers | Talk with questions / Q1 enquiries show a need to ask; full audience needs untested | 60 | 11-20 13:00–13:30 hall H1 / proposed 10-minute move before PG-02 | Korean presentation, English interpretation availability pending / T01 tests captions and microphones | Slide permission R1 received / interpretation and equipment quote unknown | T01 and I01 reply by 11-07 / format provisional, operations not approved |
| PG-02 / Product activity / P02 | Try the controls and ask about difficulties / applicants | Small-group activity / three pilot responses FB2; actual demand unconfirmed | 12 | 13:40–14:10 room W1 / PG-01 finished, materials and travel checked | Two facilitators and six sets proposed / A01 checks alternative instructions and support | QT2 received, inclusion review underway / demo rights R2 checked | P02 checks staffing, materials and access by 11-08 / capacity not final |
| PG-03 / Booked meetings / B01 | Discuss possible use with a counterpart / eligible applicants | One-to-one meetings / buyer accounts IN3 request specific appointments | 8 | 14:20–15:20 meeting area M1 / counterpart availability and changeover | Two English tables proposed / no simultaneous online participation, state in notice | Material-sharing and photo rights unknown / staffing-time quote requested | B01 checks counterparts and rights by 11-09 / revisit objective scope if unavailable |
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.
| Programme ID and owner | Goal, participant action and audience | Candidate format and reason/feedback evidence | Session capacity (people) | Time, space and prerequisites | Language, access, people and equipment | Cost, rights, status and evidence | Unconfirmed condition, owner/deadline and decision |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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.
- Korea MICE Association · KOREA MICE EXPO 2026 brochure · Planned exhibition, meetings, conference and participant-specific programme
The record applies the link between participant actions, programme formats and participation conditions and the need to test venue, language and access resources.
- SXSW EDU · PanelPicker community proposals, voting and review for 2027
The record applies the link between participant actions, programme formats and participation conditions and the need to test venue, language and access resources.