Record the request and open questions
Start with the information you actually have: requested date, format, expected attendance and contact person. Record unanswered questions separately. A requested date is not yet a confirmed event.
Check spaces and timing together
Include setup, deliveries, rehearsals and breakdown alongside the event itself. Tell the team which periods are confirmed and which still need agreement. This makes a later change understandable.
Name the people responsible
Every open task needs an owner and a next step. Record who can make decisions and who needs to be informed. A shared record helps only when responsibilities remain visible.
Keep documents in context
Keep riders, schedules and other files with the relevant event. Check access permissions: not everyone needs every contract or internal note. Describe changes so the team can recognise the current version.
Hand over before the event day
Review the plan with the people doing the work. Include timings, access, contacts and outstanding decisions. A short documented handover is often more useful than a long message thread without a clear outcome.
Review after the event
Record what is complete and what still needs follow-up. Distinguish planned figures from actual reported values. Retain documents according to your organisation’s policy and remove copies that are no longer needed.