Event contingency matrix
Editable event planning worksheet. Replace the placeholders and duplicate records as needed.
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.
Record 1
Risk / scenario: Display unavailable
Information source / owner: [technical lead]
Trigger or decision checkpoint: [ ]
Function affected: [session content]
Planned response: [approved programme option]
Feasibility / approval needed: [content and technical status]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 2
Risk / scenario: Speaker delayed
Information source / owner: [speaker liaison]
Trigger or decision checkpoint: [ ]
Function affected: [session / transitions]
Planned response: [approved running-order alternative]
Feasibility / approval needed: [people and content ready]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 3
Risk / scenario: Access changes
Information source / owner: [venue]
Trigger or decision checkpoint: [ ]
Function affected: [production readiness]
Planned response: [review scope and sequence]
Feasibility / approval needed: [supplier feasibility / required checks]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 4
Risk / scenario: Additional guests
Information source / owner: [client / guest lead]
Trigger or decision checkpoint: [ ]
Function affected: [layout / hospitality / registration]
Planned response: [assessed attendance option]
Feasibility / approval needed: [venue and relevant leads]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 5
Risk / scenario: Weather concern
Information source / owner: [named monitor / official source]
Trigger or decision checkpoint: [event-specific]
Function affected: [site / programme / travel]
Planned response: [assessed alternative]
Feasibility / approval needed: [venue and responsible specialists]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 6
Risk / scenario: Power provision unresolved
Information source / owner: [venue / electrical specialist]
Trigger or decision checkpoint: [ ]
Function affected: [dependent production]
Planned response: [professionally assessed option or hold]
Feasibility / approval needed: [responsible technical approval]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 7
Risk / scenario: Late artist requirements
Information source / owner: [artist liaison]
Trigger or decision checkpoint: [ ]
Function affected: [scope / rehearsal / hospitality]
Planned response: [documented requirements review]
Feasibility / approval needed: [artist / client / specialists]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
Record 8
Risk / scenario: Dinner not ready
Information source / owner: [hospitality lead]
Trigger or decision checkpoint: [ ]
Function affected: [guest transition]
Planned response: [approved hold / adjustment]
Feasibility / approval needed: [venue / programme / guest leads]
Decision owner: [ ]
Latest time alternative remains workable: [ ]
Communication owner / audience: [ ]
Next update: [ ]
Outcome / learning: [ ]
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.