Event Confidence

Event Confidence

Go/No-Go Readiness Report

Draft for review, not yet issued to client

Illustrative worked example: not a real client event

This report was produced from a deliberately constructed example event. No client, venue, person or engagement is named or represented, and no real run-through was performed. It shows the shape and standard of the deliverable and the method behind it.

Client
UK private bank (client name withheld)
Event
Client Awards Dinner
Event type
Gala or awards dinner
Event date
Thursday, November 19, 2026
Attendees
180
VIP level
Executive & VIP
Venue
Central London hotel ballroom (venue name withheld)
Prepared by
Prepared by the reviewer (name withheld in this example)
Report generated

Verdict

Go with conditions

11 items remain open (9 high, 2 standard). None of them will stop the event on its own, but each should be closed or consciously accepted before the day.

Critical gaps and blockers (0)

None. No critical item is marked as a gap.

Outstanding items (11)

Protocol & VIP handling

  • HighTitles and forms of address for every named guest confirmed in writing from the guest's own office (or the applicable authority), recorded centrally, and applied identically to invitation, place card, badge, run sheet and podium introduction

    Note: Two of the twelve top-table guests are still to be confirmed by the client's office and their forms of address are unverified. Nothing else in the arrival sequence depends on them.

  • HighDiscreet entry and exit routing kept clear of the main guest flow

    Note: The discreet route for the principal guest currently shares the venue's service corridor with the catering route during the reception. The venue has proposed the west lift as an alternative; not yet signed off in writing.

Guest list & invitations

  • HighLate additions and cancellations have a stated cut-off and an owner

    Note: The cut-off for late additions is agreed verbally at two working days before the event, but no one has been named as owning changes after that point.

Seating & floor plan

  • StandardTable numbering and signage consistent across plan, cards and staff brief

    Note: Table numbering is consistent between the plan and the place cards, but the staff brief uses a different numbering for two of the side tables.

Security & access control

  • HighRestricted zones marked and, where it matters, staffed

    Note: Restricted zones are marked on the floor plan. The service-side entrance is not staffed before 18:30; see the open decisions.

Catering & beverage

  • HighPlan for late arrivals and unforeseen covers

    Note: The kitchen has no cover plan for late arrivals beyond the stated numbers, and six acceptances are still outstanding.

AV & run of show

  • HighLocal backup copies of every presentation and asset on site

    Note: No local copies of the presentation files will be on site: the client's own policy keeps the deck on its drives. Load test during the technical rehearsal is the only fallback.

Travel & accommodation

  • HighArrival times logged so the greeting party is in place before the car stops

    Note: Arrival times for four of the seven cars are still provisional, so the greeting party cannot be positioned with confidence ahead of each car.

Staffing & communications

  • HighFront-of-house staffing matched to the arrival peak, not the average

    Note: Front of house is staffed for an average arrival rate. The client's last two events of this size ran 90 arrivals in the first 20 minutes against an average of 40 an hour.

Contingency & medical

  • HighProcedure for a separated or vulnerable guest agreed with the venue

    Note: No agreed procedure with the venue for a separated or vulnerable guest. The duty manager has offered to write one; it is not drafted yet.

  • StandardIncident logging and post-event reporting owned by a named person

    Note: Incident logging sits in the venue's day sheet. No named person owns the post-event report yet.

Confirmed (139)

Protocol & VIP handling

16 items confirmed (itemised in a client report).

Guest list & invitations

15 items confirmed (itemised in a client report).

Seating & floor plan

17 items confirmed (itemised in a client report).

Security & access control

16 items confirmed (itemised in a client report).

Catering & beverage

18 items confirmed (itemised in a client report).

AV & run of show

15 items confirmed (itemised in a client report).

Travel & accommodation

11 items confirmed (itemised in a client report).

Staffing & communications

14 items confirmed (itemised in a client report).

Contingency & medical

17 items confirmed (itemised in a client report).

Marked not applicable (2)

  • Where any guest has a hearing-related access requirement, the aid requested (hearing loop, infra-red, live captions, BSL) is confirmed as available, tested in the room with the guest's own device or by a named tester, and briefed to front of house
  • For each international guest, the passport nationality held is recorded, the entry requirement for the trip purpose is confirmed by the guest's own office in writing, and the last date on which a problem could still be fixed is stated

Open decisions and reviewer notes

Written by the reviewer before sending: what still needs a decision, what is being accepted as a risk, and anything the client should know. This text appears in the printed and exported report.

1. Final guest count. The venue needs a firm number by 09:00 on the Wednesday before the event; 180 is the current figure and six acceptances are outstanding with the client's office. The seating plan and the kitchen numbers both move with that number, so it is the decision that closes the most other items. 2. Second entrance at the arrival peak. The venue will mark the service-side entrance as restricted but will not staff it before 18:30. Either the client accepts the door being marked and unstaffed for the first 30 minutes, or two marshals are added to the staffing brief for that window. The cost of the second option sits with the venue and is not yet quoted. Accepted risk: no local backup copies of the presentation files on site (AV). This is accepted on the basis that the deck is loaded and played during the technical rehearsal, with the client's IT contact on site for the whole event.

Reviewer sign-off

Name, role and date. The report is issued only once this is complete.

Not signed off: illustrative worked example. In a live engagement this line carries the reviewer's name, role and date before the report is issued.

This is a draft readiness report prepared for review. It records what was confirmed, what was outstanding and which decisions were left open at the time of the review. It was prepared remotely, from the plans, documents and information supplied by the client, and nothing has been verified on site. It is not a guarantee, and it does not replace the client's own judgement on risk.

© 2026 Lindy Isherwood. All rights reserved. The Event Confidence checklist and report format may not be copied or reused without written permission.