Pre-opening readiness worksheet
Editable event planning worksheet. Replace the placeholders and duplicate records as needed.
Event / date / venue: [ ]
Checkpoint time agreed with leads: [ ]
Event lead / recorder: [ ]
Venue representative / relevant specialist leads: [ ]
This coordination worksheet does not replace venue approvals, professional inspections or an event-specific safety plan. A thirty-minute checkpoint is only an illustrative editorial example; set the actual gates early enough for the event. Do not use completion of this form as independent authority to open.
Each owner reports: READY / READY WITH AGREED LIMITATION / HOLD. A limitation requires its effect and acceptance to be recorded.
Record 1
Area: Venue / relevant approvals
Named owner: [ ]
Confirmation required: Required releases obtained from responsible parties
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 2
Area: Production
Named owner: [ ]
Confirmation required: Agreed checks complete; remaining issues identified
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 3
Area: Programme
Named owner: [ ]
Confirmation required: Current running order confirmed
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 4
Area: Content
Named owner: [ ]
Confirmation required: Approved versions and check status confirmed
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 5
Area: Speakers / performers
Named owner: [ ]
Confirmation required: Next people ready and handover route known
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 6
Area: Guest operation
Named owner: [ ]
Confirmation required: Registration and agreed routes ready
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 7
Area: Hospitality
Named owner: [ ]
Confirmation required: Opening service and next transition status confirmed
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 8
Area: Communications
Named owner: [ ]
Confirmation required: Escalation contacts and client approver reachable
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Record 9
Area: Contingencies
Named owner: [ ]
Confirmation required: Current exceptions and next decision checkpoints known
Status: [ ]
Exception / consequence: [ ]
Decision owner: [ ]
Required action / deadline: [ ]
Closure evidence: [ ]
Decision: [proceed in agreed form / hold / other authorised decision]
Made by and basis: [ ]
Relevant releases confirmed: [ ]
Time and next review: [ ]
Instruction distributed by / to: [ ]
Guest communication owner if held: [ ]