Form library · Events and operations
Event setup checklist
Record day-of-event setup readiness, supplier handovers, equipment checks, unresolved issues and the opening decision. View the questions, try the live form or download a blank PDF or Word copy.
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What does this template record?
An event setup checklist records readiness on the day: the approved layout, supplier handovers, access routes, equipment checks, staff briefing and opening decision. Note exceptions against the affected area and record who supplied the decision, including any restrictions that remain in place.
Last updated . Facts checked by the SiteSurvey team on 9 October 2026 against Smartsheet event planning templates.
How to make this record useful
Equipment checks — exception note
Demonstration area 2: display screen awaits a replacement cable. The area remains closed while other areas are prepared. Event lead’s restricted-opening decision is recorded with the outstanding condition and responsible supplier.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Do not mark the whole event ready because the main entrance is ready. Name the area affected by each exception and keep specialist sign-off references with the opening record.
What happens next
Communicate restrictions to the people opening the venue and record the follow-up check. Use the event risk assessment for the risk controls and the event debrief after the event for lessons learned.
Try the event setup form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
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Want to see one filled in? See a completed event setup report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the event setup template
Record day-of-event setup readiness, supplier handovers, equipment checks, unresolved issues and the opening decision. 3 sections and 24 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project or site: the project name
Event and setup
- Project or site*Short answerFills in from the project name
- Record reference*Short answer
- Record date*Date
- Prepared by*Short answer
- Venue and event*Short answer
- Planned opening time*Time
- Approved layout and event plan reference*Short answer
Readiness checks
- Layout and supplier handovers checked*Choose one
- Confirmed
- Exception
- Not applicable
- Layout and supplier handovers checked exception or applicability note*NotesShown only when the answers above make it relevant
- Access and emergency routes checked*Choose one
- Confirmed
- Exception
- Not applicable
- Access and emergency routes checked exception or applicability note*NotesShown only when the answers above make it relevant
- Equipment checks recorded*Choose one
- Confirmed
- Exception
- Not applicable
- Equipment checks recorded exception or applicability note*NotesShown only when the answers above make it relevant
- Staff briefing and communications confirmed*Choose one
- Confirmed
- Exception
- Not applicable
- Staff briefing and communications confirmed exception or applicability note*NotesShown only when the answers above make it relevant
- Setup and exception photosPhotos
Opening record
- Recorded opening decision*Choose one
- Pending
- Ready under event plan
- Restricted opening
- Do not open
- Outstanding conditions or none*Notes
- Decision recorded from*Short answer
- GuidanceRecord specialist sign-offs by reference. This form does not replace the event risk assessment or technical approvals.
- Record status*Choose one
- Open
- Complete
- Next action or reason none is needed*Notes
- Responsible person*Short answer
- Reviewed byShort answer
- Reviewer acknowledgementSignature
See it filled in
A completed event setup report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Event setup FAQs
How does this differ from related templates?
This is the day-of setup and readiness record. Event risk assessment owns planned hazard controls; the debrief owns post-event lessons.
Is this a complete event planning checklist?
It focuses on setup and opening readiness at the venue. Keep budgeting, ticketing and the wider planning schedule in their own records.
Related
Related templates
Templates that go with the event setup form
An event risk assessment covering setup, public opening and breakdown, crowd movement, contractors, weather, emergency arrangements and review.
Compare event outcomes with the plan, record operational lessons and assign improvements with owners and due dates.
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