For: Event organizers
The useful outcome: A tested event guide
1. Anchor the day
Place event name, date, venue, arrival window, and entry point at the top. Visitors should see the first decision before any background information.
- Put the event date in full
- Name the correct venue entrance
- Highlight a required arrival action
2. Put the schedule in time order
Use one line per confirmed session or changeover. Label time-sensitive entries for organizer review rather than presenting tentative times as final.
- Keep time zones and timings consistent
- Separate breaks from main sessions
- Flag provisional details for review
3. Add practical venue facts
Give facilities, accessibility information supplied by the venue, and the approved contact route their own headings. Make a final dated version after organizer review.
- Verify facts with the organizer
- Save a dated local copy
- Use a visible change note
Questions, answered.
What should be omitted?
Unconfirmed timetable details, assumptions about transport, and instructions the organizer or venue has not approved.
When should the final version be made?
After the organizer confirms the schedule and venue information, close enough to the event that avoidable changes are known.