Event scope, conditions and authority log
Link included and excluded work and confirmed, assumed or unknown conditions to decision authority and evidence.
A record of scope, condition status, authority and change handover before procurement
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Use while defining dates, venue, budget and work, and whenever conditions change.
When to use it
Use while defining dates, venue, budget and work, and whenever conditions change.
Check internal decisions separately from public permissions and venue approvals. Follow established emergency procedures for immediate protective action.
Start with the guide: Define the event scope and decision-makers before procurementFill in the template step by step
When to use it
Before preparing procurement and venue contracts, or when hours, areas or scope change.
What to have ready
- Event brief and setup-to-return schedule
- Organisational budget, contracting and site authority records
- Venue replies, contracts and role-based contact list
Record each scope inclusion, exclusion and condition on a separate row.
Mark its status and link the evidence and check time.
Confirm decision, review, implementation, notification and backup roles for each issue.
Record change impacts and approval and verify which teams received the updated conditions.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Condition ID and work stage | Inclusions, exclusions and condition | Confirmed, assumed, unknown or excluded | Evidence, version and check time | Decision authority and reviewers | Implementers, recipients and backup route | Impact, change approval and receipt record | Outstanding check, owner and deadline |
|---|---|---|---|---|---|---|---|
| SC-01 / Venue use | Proposed 11-20 setup 08:00, rehearsal 15:00, show 18:00–20:00 and load-out by 22:00 | Assumed / venue response pending | Event brief V1 / sent 11-03 10:00 | Venue V01 decides use / P01 reviews operations | P02 implements / logistics and technical teams / duty desk if V01 absent | Do not finalise vehicle dispatch before venue reply / V1 shared | V01 to confirm permitted hours and extension terms by 11-04 12:00 |
| SC-02 / Participant travel | Shuttle excluded; public-transport and access-route information included | Exclusion and inclusion internally agreed | Scope decision DEC-02 / 11-03 14:00 | Planning P01 / access reviewer A01 | Communications P03 / registration / backup P04 | Notice V2 shows the exclusion; registration received 14:20 | A01 to check the actual route by 11-05 15:00 |
| SC-03 / Operating-time change | Request to extend the finish from 20:00 to 20:30 | Unknown / cost, venue and staffing review underway | CH-03 / current contract V1 | Budget F01 and venue V01 / safety review S01 | Show lead P02 / supplier leads / restricted contact list C1 | Extension fees and exit/transport impact unknown; retain current hours pending approval | P02 collects replies by 11-06 12:00, P01 reviews decision |
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.
| Condition ID and work stage | Inclusions, exclusions and condition | Confirmed, assumed, unknown or excluded | Evidence, version and check time | Decision authority and reviewers | Implementers, recipients and backup route | Impact, change approval and receipt record | Outstanding check, owner and 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.
- Seoul Parks · Temporary place use guidance · application, review, installation and reinstatement conditions
The log adapts principles of defining event scope, consulting the venue and identifying stakeholder roles into condition, authority and change records.
- UK HSE · Getting started: planning and safety management for events in the UK
The log adapts principles of defining event scope, consulting the venue and identifying stakeholder roles into condition, authority and change records.