EVENTODIT.
EDITABLE WORK DOCUMENT

Recruitment eligibility, session capacity and status plan

Align group entitlements and confirmation routes with session limits, waitlists and published information.

Initial planning and budgetProgramme and space designAudience recruitment and promotion
WHAT THIS TEMPLATE HELPS YOU PREPARE

Verified recruitment rules, counting scope, waiting/cancellation arrangements, access support and actions

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
31 Oct 2026
Use this for
Use for recruitment design, registration-page review and session-status handover.

When to use it

Use for recruitment design, registration-page review and session-status handover.

This is not a live booking-control system or individual application register. Eligibility/payment review and capacity waiting are different states.

Start with the guide: Event audiences, capacity and recruitment conditions

Fill in the template step by step

When to use it

Before publishing recruitment and whenever session conditions change.

What to have ready

  • Approved groups, programmes, fees and inclusions
  • Actual layout capacity and counting-scope evidence
  • Registration status definitions, waitlist/cancellation rules and access replies

  1. Separate groups and sessions and record activities, eligibility and confirmation requirements.

  2. Have venue and operations confirm capacity and inclusion of staff and speakers.

  3. Use the same timestamp and definitions as the register for confirmed and capacity-waiting figures; separate review states.

  4. Compare notice and form conditions and update approval, communication and receipt after changes.

Worked example

Fictional example, not an actual event or supplier record

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

Recruitment eligibility, session capacity and status plan — fictional worked example
Group/session ID and available activitiesEligibility, application and confirmation/payment routeCapacity, included people and evidenceAs-of time, confirmed and capacity-waiting statusCancellation, non-response and waiting-order ruleSupport and notice/registration versionChange, status check and handover evidenceUnknown condition, owner and deadline
RC-01 / Public talk AM / general and invitedDeduplicate registration IDs / confirm after required checks; notice delivery and entry separateFictional VR1: L1 total 60 including staff/speakers / attendee allocation 5011-05 12:00 register R1: confirmed 45, capacity waitlist 8 / staff and speakers checked separatelyOffer cancelled places in waiting order; fictional 24-hour reply rule requires advance publicationCaptions confirmed; step-free route under review / notice N1 and form F1P01 compared N1/F1 and confirmed captions/inclusions matchA01 checks actual route by 11-06 15:00; V01 rechecks total occupancy scope
RC-02 / Buyer meetings PMConfirm field and meeting availability first / do not count eligibility review as capacity waitingFictional session holds 12 people / meeting layout M1 and operations OP211-05 12:00: confirmed 8, capacity waiting 0, eligibility review 2 separatelyIf a confirmed buyer cancels, offer to eligible people; non-response deadline unresolvedEnglish meeting available in one session only / N2 and F2Status definitions sent to B01 at 12:10; sending and receipt separateB01 approves and publishes non-response rule by 11-06
RC-03 / Workshop WS1 / applicantsApplication, payment check, participation confirmation / reconcile payment sourceAssumed 20 pending tools and facilitators / not confirmed capacityRecruitment not open / no confirmed or waiting count; do not infer demand from zeroDraft cancellation/refund/waiting rules only; hold publicationSupport request route A01 planned / sign-language provision not confirmedNotice/form draft V1 / eligibility, cost and support comparison pendingP02 and V01 check capacity/staff by 11-07; A01 obtains support reply

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.

Recruitment eligibility, session capacity and status plan — blank worksheet
Group/session ID and available activitiesEligibility, application and confirmation/payment routeCapacity, included people and evidenceAs-of time, confirmed and capacity-waiting statusCancellation, non-response and waiting-order ruleSupport and notice/registration versionChange, status check and handover evidenceUnknown condition, owner and deadline
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Check your completed template

  • Group eligibility, activities and confirmation routes are explicit.
  • Capacity evidence, counting scope and as-of time are recorded.
  • Waiting, cancellation, non-response and actual support rules have confirmed owners.

What to pass to the next person

Recruitment sends session conditions and status definitions to operations, communications and registration. Actual attendance and meeting outcomes are handed to separate on-site record owners.

Check before using this template

Example capacities, reply periods and support are not recommended standards. Do not attach personal lists or health information to this shared plan; use the appropriately restricted source register.

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.