Venue Change and Revised-document Log
Record how a new venue changes arrival points, loading bookings and movement between sessions. Identify the documents to revise and confirm who received each replacement.
A record of the work caused by relocation and receipt of revised instructions.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Use from venue confirmation through revised invitations, revised quotes, rehearsal changes and withdrawal of obsolete instructions.
When to use it
Use from venue confirmation through revised invitations, revised quotes, rehearsal changes and withdrawal of obsolete instructions.
Verify the new venue’s occupancy, electrical and structural approvals separately. Example times and costs are fictional, not automatic agreement to a variation.
Start with the guide: Venue RelocationFill in the template step by step
When to use it
Complete after the venue change is decided, before sending revised instructions.
What to have ready
- Orders, invitations and drawings already issued
- New venue conditions
- Recipients of previous documents
- Supplier variation quotes
List documents already issued and their recipients.
Describe each old/new difference and identify the documents to revise.
Ask the responsible leads to confirm effects on timing, cost and visitor information.
Send approved revisions and withdraw old links and printouts. Close each row after confirming receipt of the latest version.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Change ID | What is changing? | Previous instruction or booking | New conditions and unanswered questions | Documents and orders to revise | Person to confirm and deadline | Confirmed or on hold | People notified and version sent |
|---|---|---|---|---|---|---|---|
| C-01 | Audience entrance | Registration at Hall A’s front entrance / invitation v2 | Registration moves to Centre B’s east entrance / map M02-v1. Walk-through completed 2026-11-05 14:00 | Revise invitation v3, booking message v3 and sign S02 | Audience communications lead Lee / 2026-11-05 18:00 | Change confirmed | Sent to 180 invitees at 17:10; registration acknowledged at 17:30. Retired the old map link |
| C-02 | Video load-in | Hall A loading bay booked for 2026-11-09 08:00 | Centre B access begins at 09:00, conflicting with the supplier’s 08:30 installation | Revise dispatch D01 and RUN-v2; obtain a variation quote | Logistics lead Kim / 2026-11-06 12:00 | On hold until revised timing and costs arrive | Sent C-02 to video and staging suppliers; instructed them not to enter early without permission |
| C-03 | Breakout transfer | Rooms on the same floor; five-minute changeover | Move to another floor. Trial transfer and check-in took nine minutes at 2026-11-06 10:00 | RUN-v3 moves the session 14:00→14:05 / presenter script v3 | Programme lead Choi / 2026-11-06 17:00 | Revision approved and distributed | Speakers, show and registration teams acknowledged v3 at 16:40. Withdrew printed v2 |
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.
| Change ID | What is changing? | Previous instruction or booking | New conditions and unanswered questions | Documents and orders to revise | Person to confirm and deadline | Confirmed or on hold | People notified and version sent |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
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.
- HSE · Managing an event
Adapted coordination, named monitoring responsibilities and communication of changes. UK legal duties and technical limits are not presented as Korean requirements.