Event brief and approval worksheet

Editable planning template. Replace bracketed text. Illustrative prompts, not a contract, safety approval or prescribed timeline.

Event: [name] | Brief owner: [name] | Version/date: [version/date] | Status: [draft/approved]

Purpose before format

• Primary business objective, without naming a format: [answer]

• What guests should understand or be able to do afterwards: [answer]

• Evidence that could help assess this, and its limits: [answer]

• Proposed format and why it supports the objective: [answer]

• What remains open to the planning partner: [answer]

Audience group	Why invited	Starting knowledge	Needed experience	Audience owner
[group]	[reason]	[context]	[need]	[name]

Constraints and choices

Item	Confirmed constraint or preference?	Current assumption	Consequence if changed	Approver
Date / city / venue	[status]	[detail]	[effect]	[name]
Attendance and arrival pattern	[status]	[detail]	[effect]	[name]
Budget and included scope	[status]	[detail]	[effect]	[name]
Content / guest / travel commitments	[status]	[detail]	[effect]	[name]

Backwards decision plan

Start from the guest moment, then identify what releases it. A 90-day schedule may be used as an illustrative canvas; replace it with the actual dependency dates.

Guest moment / deliverable	Must be true first	Owner	Approval required	Latest useful decision date	If missed
[moment]	[dependency]	[name]	[gate]	[date]	[choice]

Scale review

If comparing 100, 500, 1,000 or 5,000 guests, label each as illustrative. Do not infer capacity or staffing from the number.

Scenario	Arrival pattern	Participation and movement	Venue/provider review needed	Scope change	Decision
[count/format]	[assumption]	[needs]	[owners]	[effect]	[status]

Release check

• [ ] Client sponsor approves objective and audience.

• [ ] Scope and budget approvers named.

• [ ] Requirements separated from preferences.

• [ ] Open decisions have owners and consequences.

• [ ] Proposal recipients receive the same version.

Next three decisions: [decision / owner / date]

ThreeSixZero · Event planning worksheet. Adapt to your agreed scope and responsibilities.