Guest journey and transition worksheet
Editable event planning worksheet. Replace the placeholders and duplicate records as needed.
Event: [name]
Guest lead: [name]
Venue contact: [name]
Version: [version]
Representative guest: [situation relevant to this brief; avoid unnecessary personal detail]
Record 1
Moment: Invitation
Guest question: Why attend and how respond?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [approval]
Exception route: [contact]
Record 2
Moment: Property arrival
Guest question: Where do I enter?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [venue confirmation]
Exception route: [contact]
Record 3
Moment: Registration
Guest question: Which route applies?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [record/system]
Exception route: [help route]
Record 4
Moment: Programme
Guest question: What happens next?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [agenda]
Exception route: [contact]
Record 5
Moment: Break / meal
Guest question: Where do I go and return?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [receiving readiness]
Exception route: [alternative]
Record 6
Moment: Departure
Guest question: Where is my onward arrangement?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [transport/venue]
Exception route: [contact]
Record 7
Moment: Follow-up
Guest question: Where is the promised material?
Confirmed information / action: [answer]
Owner: [name]
Dependency: [release approval]
Exception route: [contact]
First ten minutes walkthrough
This is an illustrative observation window, not a service target.
[ ] Event/booking names match across invitation, venue and hosts.
[ ] Routes and decision points walked with venue.
[ ] Relevant accessible arrangements confirmed with responsible owners.
[ ] Early arrival and missing-record response explained.
[ ] Temporary obstructions or shared-function changes recorded.
Transition release
Transition: [conference to dinner / breakout / departure]
Releasing owner: [name]
Receiving owner: [name]
Programme announcer: [name]
Record 1
Ready condition: Destination and route reviewed
Confirming owner: [venue]
Status / time: [status]
Exception and response: [action]
Record 2
Ready condition: Service / room reset complete as required
Confirming owner: [lead]
Status / time: [status]
Exception and response: [action]
Record 3
Ready condition: Directions and assistance ready
Confirming owner: [guest lead]
Status / time: [status]
Exception and response: [action]
Record 4
Ready condition: Announcement matches confirmed plan
Confirming owner: [programme lead]
Status / time: [status]
Exception and response: [action]
Approved alternative if release is delayed: [arrangement reviewed by relevant owners]