Travel, VIP and multi-day handover worksheet

Use only the guest information needed for the agreed arrangements. Store and share according to the organisation's approved process.

Event: [name] | Travel owner: [name] | Transport owner: [name] | Hotel liaison: [name]

Journey register

Guest reference	Leg / programme commitment	Scheduled or estimated?	Current status	Sending owner	Receiving owner	Exception owner
[reference]	[journey]	[status]	[fact/time]	[name]	[name]	[name]

Meeting instructions and support route: [confirmed information]

Room access / luggage / early-arrival arrangement: [hotel confirmation and guest explanation]

VIP or speaker requirement: [specific approved need, not simply a status label]

Day/date: [date] | Sending lead: [name] | Receiving lead: [name] | Current programme version: [version]

Outstanding item	Fact / uncertainty	Next action	Owner	Needed by	Affected service
[item]	[detail]	[action]	[name]	[time]	[team]

Next-day readiness dependencies: [rooms/content/meals/transfers/other]

Venue/provider-approved locations: [detail]

Guest request and query process: [detail]

Releasing owner: [name] | Receiving transport owner: [name]

Delay response: [reviewed waiting arrangement and message owner]

Closure evidence: [how agreed handovers are reconciled, without assuming vehicle departure proves every guest was met]

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