Travel, VIP and multi-day handover worksheet
Editable event planning worksheet. Replace the placeholders and duplicate records as needed.
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
Record 1
Guest reference: [reference]
Leg / programme commitment: [journey]
Scheduled or estimated?: [status]
Current status: [fact/time]
Sending owner: [name]
Receiving owner: [name]
Exception owner: [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-to-day handover
Day/date: [date]
Sending lead: [name]
Receiving lead: [name]
Current programme version: [version]
Record 1
Outstanding item: [item]
Fact / uncertainty: [detail]
Next action: [action]
Owner: [name]
Needed by: [time]
Affected service: [team]
Next-day readiness dependencies: [rooms/content/meals/transfers/other]
Valet and departure
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]