Event contingency matrix

Event / date / owner / version: [ ]

Client approver and alternate: [ ]

Event lead / venue lead / specialist contacts: [ ]

Use event-specific, professionally assessed triggers where relevant. No universal weather, power, capacity or safety limits are supplied here. Hypothetical examples are prompts, not pre-approved responses.

Risk / scenario	Information source / owner	Trigger or decision checkpoint	Function affected	Planned response	Feasibility / approval needed	Decision owner	Latest time alternative remains workable	Communication owner / audience	Next update	Outcome / learning
Display unavailable	[technical lead]	[ ]	[session content]	[approved programme option]	[content and technical status]	[ ]	[ ]	[ ]	[ ]	[ ]
Speaker delayed	[speaker liaison]	[ ]	[session / transitions]	[approved running-order alternative]	[people and content ready]	[ ]	[ ]	[ ]	[ ]	[ ]
Access changes	[venue]	[ ]	[production readiness]	[review scope and sequence]	[supplier feasibility / required checks]	[ ]	[ ]	[ ]	[ ]	[ ]
Additional guests	[client / guest lead]	[ ]	[layout / hospitality / registration]	[assessed attendance option]	[venue and relevant leads]	[ ]	[ ]	[ ]	[ ]	[ ]
Weather concern	[named monitor / official source]	[event-specific]	[site / programme / travel]	[assessed alternative]	[venue and responsible specialists]	[ ]	[ ]	[ ]	[ ]	[ ]
Power provision unresolved	[venue / electrical specialist]	[ ]	[dependent production]	[professionally assessed option or hold]	[responsible technical approval]	[ ]	[ ]	[ ]	[ ]	[ ]
Late artist requirements	[artist liaison]	[ ]	[scope / rehearsal / hospitality]	[documented requirements review]	[artist / client / specialists]	[ ]	[ ]	[ ]	[ ]	[ ]
Dinner not ready	[hospitality lead]	[ ]	[guest transition]	[approved hold / adjustment]	[venue / programme / guest leads]	[ ]	[ ]	[ ]	[ ]	[ ]

Decision message

At [time], [owner] confirmed [facts]. [Approver] selected [response], subject to [conditions]. [Teams] should now [instruction]. The next update is [time / trigger]. Previous instruction [identifier] is superseded.

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