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Event Decision And Approval Log

Keep material event decisions auditable with this editable Event Decision And Approval Log. Organisers record each Decision Log row with the decision required, options considered, recommendation, decision maker, outcome and conditions after reading Instructions. It is a governance decision register for format, budget and similar approvals — not a scope-change log, event brief or master timeline planner.

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Format
XLSX
Difficulty
Intermediate
Time
30 min
Stage
Plan

What this resource helps you do

  • Capture the essential event decision and approval log inputs in one place
  • Hand off a consistent template across event planning owners
  • Reduce last-minute gaps before the plan milestone
  • Reuse the structure for the next event planning cycle

When to use this resource

  • When a material format, budget or delivery decision needs a named approver
  • During governance meetings that review open or overdue decisions
  • When decision evidence and conditions must remain auditable after the meeting

What is included

  • event-decision-and-approval-log.xlsx
  • XLSX download package
  • Instructions: Guidance for assigning owners, using consistent statuses and reviewing open decisions.
  • Decision Log: Decision & Approval Log for material decisions, options, recommendations, makers and outcomes.

Information required before starting

  • Decision required, options considered and recommendation
  • Decision maker, decision date and recorded outcome
  • Any conditions, evidence links and follow-up owners

What you produce

  • Auditable decision and approval register
  • Open and decided decision status view
  • Evidence-backed record of conditions attached to approvals

Who this is for

This resource is designed for Event organisers who need a practical, reusable document for event planning.

  • event organiser

    Chairs material decisions and keeps approvals auditable for the delivery team.

  • producer

    Raises delivery decisions and tracks conditions that affect production.

  • finance lead

    Records budget-envelope and commercial approval outcomes with evidence.

Event-type use cases

  • generic event

    Provides a shared decision register wherever governance approvals are required.

  • conference

    Captures format and programme decisions that must remain auditable.

  • festival

    Tracks material site and experience decisions across multiple workstreams.

How to use this resource

  1. 1

    Read Instructions

    Confirm how owners, dropdown statuses and evidence should be maintained for governance reviews.

  2. 2

    Raise each material decision

    Create a Decision Log row with the decision required and options considered.

  3. 3

    Capture the recommendation

    Record the recommended option and the named decision maker before the meeting closes.

  4. 4

    Record the outcome and conditions

    Update the decision, decision date and any conditions or evidence attached to the approval.

  5. 5

    Review open decisions

    Revisit open, overdue and high-priority Decision Log items at each governance meeting.

Common mistakes to avoid

  • Using the decision log to track scope changes — Record approve/reject decisions here; log changes to scope, cost and timeline in the scope change log.
  • Leaving decisions without a named decision maker — Assign a decision maker and decision date on every material Decision Log row.
  • Treating it as the event brief or master timeline — Keep strategy narrative and milestone scheduling in their dedicated planning resources.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Event decision and approval log — editable XLSX

Editable Excel workbook with Instructions and Decision Log sheets for recording material event decisions and approvals.

When to choose it: Use in governance meetings to capture decisions, approvers and conditions in one place.

XLSX · 6 KBLocked

Continue your planning workflow

← Previous stepEvent Brief And Strategy WorkbookNext step →Event Objectives And KPI FrameworkNext step →Accessibility Planning WorkbookNext step →Complimentary Tickets And Holds Register

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Frequently asked questions

Frequently Asked Questions

Is this a scope change log?+

No. It records decisions and approvals. Use the event scope change log for requested changes to scope, cost, timeline and experience commitments.

Does it replace the event brief?+

No. Keep strategy and brief narrative elsewhere; use this workbook for decision outcomes and conditions.

Which sheets document governance decisions and formal approvals?+

The workbook includes Instructions and Decision Log sheets for recording governance decisions and approvals.

What makes a decision record complete?+

Capture the question, options or recommendation, decision maker, date, outcome, conditions, evidence reference and follow-up owner.

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