M-T1-CP-08-SD-01 — Event Planning Checklist

F01 configured review derivative

Status: REVIEW - configured working derivative; not approved for event delivery or public distribution Theme: Attraction and Visibility Sub-theme: Community Presence and Visibility Index authority: Supporting Documents Master Index and Release Manifest v1.1, issued 2 August 2026

1. Controlled identity and migration metadata

Controlled field	Configured entry
Supporting-document code	M-T1-CP-08-SD-01
Exact derivative title	Event Planning Checklist
Exact supporting-document title	Event Planning Checklist
Status	REVIEW - configured working derivative; local facts, approval, rendering and release evidence remain required
Family / master version	F01 - Event and Activation Planning / 1.0
Recorded master SHA-256	bac1b73d70b763d279ffaeb8502b398eb0ea059303afce5bff2a1f585eabb0ee
Authoritative index	Playbook_Supporting_Documents_Master_Index.md v1.1, issued 2 August 2026
Configured master variant	M-T1-CP-08-SD-01 - Event Planning Checklist; F01 Section 23 mandatory overlay incorporated in full
Source initiative	M-T1-CP-08 - Rotary in the Park
Source initiative code	M-T1-CP-08
Source initiative title	Rotary in the Park
Source initiative code/title	M-T1-CP-08 - Rotary in the Park
Initiative disposition	Canonical retained with new title
Canonical parent	M-T1-CP-08 - Neighbourhood Outdoor Connection Event
Canonical parent code/title	M-T1-CP-08 - Neighbourhood Outdoor Connection Event
Canonical parent code and title	M-T1-CP-08 - Neighbourhood Outdoor Connection Event
Named overlay or migration label	Former title remains a title alias
Redirect or tombstone route	Permanent title alias from M-T1-CP-08 - Rotary in the Park to M-T1-CP-08 - Neighbourhood Outdoor Connection Event; retain stable derivative code M-T1-CP-08-SD-01.
Supporting-document migration control	Retain every CP-08 code; change its internal initiative title only in the controlled release.
Family master	Playbook_F01_Event_and_Activation_Planning_Master.md
Family master file	Playbook_F01_Event_and_Activation_Planning_Master.md
Derivative version	0.1 REVIEW
Prepared date	2 August 2026
Adaptation note	The complete F01 operating controls are configured below for Rotary in the Park. The mandatory Former title remains a title alias requirements are embedded as auditable tasks, risks, resources and measures rather than left as a pointer to the family master.

2. Instructions for the review copy

Replace every blank with an event-specific fact, owner, date, threshold or evidence location.
Keep the exact code, title, source initiative, disposition, canonical parent and overlay metadata unchanged.
For a control that genuinely does not apply, enter Not applicable, the reason, the decision owner and the acceptance date. Do not delete the control.
Confirm local requirements with the venue, landowner, organiser, insurer, council, safeguarding lead and other competent authorities relevant to the actual activity.
Do not promote, spend, contract or open to the public until the go gate and pre-event approvals are complete.
Retain the approved working copy, permissions, financial record, incidents, follow-up record and debrief under the approved records policy.
This planning tool is not legal, medical, engineering, food-safety or insurance advice. Australian requirements vary by jurisdiction, site and activity.

Checklist key: [ ] open; [x] complete and evidenced; N/A accepted with reason and owner.

3. Working document control

Operational field	Entry
Event or activation name	______________________________
Club or delivery unit	______________________________
Event lead	______________________________
Accountable sponsor	______________________________
Safety and safeguarding lead	______________________________
Privacy and registration lead	______________________________
Version	0.1 REVIEW / update before approval
Prepared by and date	______________________________
Review meeting date	______________________________
Approved date	Not approved
Next review date	______________________________
Working-file location	______________________________
Approved budget record	______________________________
Final event record location	______________________________

Change record

Version	Date	Change	Author	Approver
0.1 REVIEW	2 August 2026	First configured derivative for substantive review	Codex working team	Pending
____	__________	______________________________	__________________	__________________

4. Configured operating profile

Planning choice	Configured starting point to confirm
Format	Neighbourhood outdoor connection event in a permitted park area, with one safe inclusive activity and a clear alternative for non-participants
Recommended lead time	8-12 weeks
Planned duration	2-3 public hours plus controlled setup and site handback
Primary purpose	Create a low-pressure outdoor encounter where neighbours can participate safely, learn about local service and choose a relevant next step.
Primary audience	Local residents, families and people using the selected park or open space
Secondary audience	Prospective volunteers, community supporters and people who prefer informal participation
Partner or stakeholder audience	Land manager, nearby community organisations and approved activity partners
Primary participant next step	Join a dated local activity, request project information or have a follow-up conversation
Primary audience promise	Spend time with neighbours, see a local service idea in action and choose whether to take part.
Critical approval focus	Land-manager footprint, hours, noise, waste, structure, activity and public-access conditions
Critical risk focus	Weather, heat, UV, wind, ground conditions or site layout creates an unsafe or inaccessible experience
Key configured resource set	Approved site plan; shade and shelter; seating; water; safe inclusive activity; boundary markers; non-participatory option; site-cleanup kit
Related controlled interfaces	M-T1-CP-08-SD-02 Community Event Flyer; M-T1-CP-08-SD-03 Volunteer Roster; authorised F03 financial record where expenditure applies

Related interfaces are inputs or records, not substitutes for the controls in this derivative.

5. Mandatory configured adaptation checklist

Every row below is mandatory for this exact code. Record an owner, due date and evidence before approval.

Mandatory configured requirement	Done	Owner and due date	Evidence or accepted decision
Confirm land-manager approval, permitted footprint, operating hours, noise, waste, temporary structure and activity conditions.	[ ]	__________________	__________________
Select a site with an accessible route, nearby toilets, shade or shelter, safe boundaries and emergency access.	[ ]	__________________	__________________
Set documented weather, heat, UV, wind and ground-condition thresholds before promotion.	[ ]	__________________	__________________
Protect vegetation and public access; leave the area in the agreed condition.	[ ]	__________________	__________________
Choose one safe, inclusive activity that works for families and people who prefer not to join a game.	[ ]	__________________	__________________
Communicate the alternate site, postponement or cancellation route before event day.	[ ]	__________________	__________________

6. Event decision brief

Decision	Configured record
Community need or opportunity	Create a low-pressure outdoor encounter where neighbours can participate safely, learn about local service and choose a relevant next step. Confirm the local evidence or partner request: ______________________________
Why Rotary is a credible contributor or convener	Current local service, trusted relationships and members able to connect people to the stated next step. Local evidence: ______________________________
Primary purpose category	Awareness / Volunteering / Community connection
Desired change for participants	Participants understand the offer, have a useful interaction and can act on the configured next step: Join a dated local activity, request project information or have a follow-up conversation.
Desired change for community or partner	The activity creates verified engagement and owned follow-through, not visibility alone.
Why this format is appropriate	Confirm why neighbourhood outdoor connection event in a permitted park area, with one safe inclusive activity and a clear alternative for non-participants is more useful than a meeting, email or existing initiative: ______________________________
Decision if the event does not proceed	Cancel / Defer / Merge / Use a lower-risk format

Outcomes and thresholds

Outcome	Evidence or measure	Target or decision threshold	Owner
Relevant people engage meaningfully	Meaningful conversations and inclusive activity participation	__________________	__________________
Participants accept an appropriate next step	Relevant next steps accepted	__________________	__________________
Rotary fulfils its promises and closes controls	Follow-ups and site handback completed	__________________	__________________

Explicit non-goals

Maximising raw foot traffic, names collected or publicity without useful engagement.
Giving advice, making claims or collecting personal information beyond the approved scope.

Scope boundary

In scope	Out of scope
Planned delivery of the configured format inside the approved site, time and operating conditions	Unapproved activity, structures, trading, collection, advice or data use
Current, verified stories and respectful two-way engagement	Outdated claims, generic membership pressure or unsupported partner claims
Consent-based next steps with named owners and due dates	Adding people to future communications without a clear affirmative choice

7. Audience journey and experience

Journey stage	Required configured experience	Owner	Evidence or test
Discover	One clear promise: Spend time with neighbours, see a local service idea in action and choose whether to take part.	__________________	Five-second comprehension test
Decide	Date, time, place, duration, cost, access and participation conditions are complete	__________________	Independent invitation check
Arrive or register	Low-friction welcome with paper or assisted fallback	__________________	Arrival walkthrough
Orient	Purpose, boundaries, amenities, safety and help contact are clear in the first five minutes	__________________	Host rehearsal
Participate	Interaction is useful, inclusive and within the approved scope	__________________	Observation plan
Choose a next step	Join a dated local activity, request project information or have a follow-up conversation	__________________	Tested action route
Follow up	Promised action is consent-based, owned, dated and recorded	__________________	Follow-up queue

[ ] Community value is explained before internal Rotary structure.
[ ] A first-time visitor can understand the offer without Rotary knowledge.
[ ] Hosts initiate respectful conversation and accept disengagement immediately.
[ ] Public claims are current, specific, evidenced and authorised.
[ ] Access to the activity does not depend on consenting to future contact.
[ ] Complaints, accessibility requests and safeguarding concerns have a named route.

8. Go / modify / stop gate

Gate question	Yes	No	N/A	Evidence or action
Purpose and expected community value justify the resources.	[ ]	[ ]	[ ]	__________________
Event lead and one accountable sponsor are confirmed.	[ ]	[ ]	[ ]	__________________
Land-manager footprint, hours, noise, waste, structure, activity and public-access conditions.	[ ]	[ ]	[ ]	__________________
Insurance applicability, exclusions and evidence requirements are confirmed.	[ ]	[ ]	[ ]	__________________
Weather, heat, UV, wind, ground conditions or site layout creates an unsafe or inaccessible experience is controlled to an accepted level.	[ ]	[ ]	[ ]	__________________
Accessibility barriers are addressed or clearly communicated.	[ ]	[ ]	[ ]	__________________
Safeguarding controls are confirmed for the expected audience and activity.	[ ]	[ ]	[ ]	__________________
Food, alcohol, gas, electrical, traffic, structure and public-land triggers are resolved.	[ ]	[ ]	[ ]	__________________
Budget and spending authority are approved.	[ ]	[ ]	[ ]	__________________
Brand, image rights, privacy and data controls are ready.	[ ]	[ ]	[ ]	__________________
The team can fulfil every promised follow-up by its due date.	[ ]	[ ]	[ ]	__________________

Decision: Go / Modify / Defer / Stop Decision owner and date: ______________________________ Conditions: ____________________________________________________________

9. Approvals and external requirements

Approval or confirmation	Configured trigger	Owner	Authority or source	Evidence location	Due	Status
Club or committee approval	All delivery	__________________	Club governance	__________________	__________	Open
Site, venue, landowner or organiser consent	Any use of a site or host event	__________________	Current written site authority	__________________	__________	Open
Variant-specific operating approval	Land-manager footprint, hours, noise, waste, structure, activity and public-access conditions	__________________	Relevant competent authority	__________________	__________	Open
Council or land-manager requirements	Public land, structures, trading, signs, noise or changed access	__________________	Relevant authority	__________________	__________	Open / N/A
Insurance confirmation	Public activity, volunteers, equipment, suppliers or exhibitors	__________________	Authorised insurance contact	__________________	__________	Open
Food requirements	Apply if refreshments or food are offered; otherwise record Not applicable with sponsor acceptance.	__________________	Venue, organiser and relevant authority	__________________	__________	Open / N/A
Safeguarding	Assume families and children may attend; confirm supervision, images, lost-person response and observable practice.	__________________	Club or district safeguarding lead	__________________	__________	Open / N/A
Traffic, pedestrian, structure, gas and electrical controls	When triggered by site or equipment	__________________	Site or competent provider	__________________	__________	Open / N/A
Brand artwork approval	All new public-facing Rotary or district artwork	__________________	Authorised brand reviewer	__________________	__________	Open
Photography and story permissions	Identifiable people, personal stories or partner material	__________________	Rights and consent owner	__________________	__________	Open / N/A
Data and privacy review	Registration, enquiry, referral or follow-up data	__________________	Privacy or data owner	__________________	__________	Open / N/A

10. Delivery timeline

Timing	Minimum configured output	Owner	Done
8-12 weeks before	Purpose, sponsor, site path, budget range, audience and partners	__________________	[ ]
8-6 weeks before or proportionate equivalent	Site terms, insurance, approval path, safeguarding and access review	__________________	[ ]
6-4 weeks before	Program, suppliers, designs, data flow and configured resources	__________________	[ ]
4-2 weeks before	Promotion, roster, run sheet, accessibility information and bookings	__________________	[ ]
14-7 days before	Final site review, risks, proofs, tested action routes and briefing pack	__________________	[ ]
72 hours before	Weather, attendance, supplier, contact and contingency decision	__________________	[ ]
24 hours before	Pack, charge, print, test, confirm handovers and publish changes	__________________	[ ]
Delivery day	Brief, inspect, deliver, monitor, record, close and hand back	__________________	[ ]
Within 24 hours	Incident closure, urgent promises, thanks and asset check	__________________	[ ]
Within 2 business days	Consent-based follow-up, referrals and partner response	__________________	[ ]
Within 5 business days	Finance close, measures, debrief and records filing	__________________	[ ]
Within 14 days	Improvement and repeat, modify or stop decision	__________________	[ ]

11. Responsibility and contacts

Workstream	Accountable	Responsible	Consulted	Informed	Event-day contact
Overall delivery and stop decision	__________________	__________________	__________________	__________________	__________________
Program and participant experience	__________________	__________________	__________________	__________________	__________________
Site, equipment and configured resources	__________________	__________________	__________________	__________________	__________________
Safety, first aid and incidents	__________________	__________________	__________________	__________________	__________________
Safeguarding and accessibility	__________________	__________________	__________________	__________________	__________________
Volunteers, partners or contributors	__________________	__________________	__________________	__________________	__________________
Communications, brand and permissions	__________________	__________________	__________________	__________________	__________________
Registration, privacy and follow-up	__________________	__________________	__________________	__________________	__________________
Finance, procurement and close-out	__________________	__________________	__________________	__________________	__________________

Critical contact	Name or organisation	Primary contact	Backup
Venue, site or organiser	__________________	__________________	__________________
Emergency services	Immediate danger in Australia	000	__________________
First aider	__________________	__________________	__________________
Safeguarding escalation	__________________	__________________	__________________
Supplier or technical lead	__________________	__________________	__________________
Club or district escalation	__________________	__________________	__________________

12. Site, access and inclusion review

Site fact	Confirmed record
Address and approved operating area	______________________________
Site manager and event-day contact	______________________________
Bump-in, opening, closing, bump-out and handback times	______________________________
Loading, storage, power, water and internet	______________________________
Public transport, parking and accessible drop-off	______________________________
Toilets, handwashing, seating and rest options	______________________________
First-aid point, emergency access and assembly point	______________________________
Weather shelter or approved alternate	______________________________

[ ] Step-free route is confirmed or limitations are communicated before attendance.
[ ] Aisles, queue points and activity spaces preserve safe and accessible movement.
[ ] Accessible parking, transport, toilet and seating information is published where available.
[ ] Lighting, glare, noise and sensory load are reviewed.
[ ] Print and digital information use readable type, contrast and plain language.
[ ] Captions, hearing support, interpreter or assisted participation needs are considered.
[ ] Assistance animals and individual access requests have a named contact.
[ ] Emergency arrangements include people who may need assistance.

Access limitations, mitigation and acceptance: ________________________________________________

13. Safety, insurance, food and safeguarding

Hazard or scenario	Who may be affected	Controls before opening	Monitor	Stop or escalate trigger
Weather, heat, UV, wind, ground conditions or site layout creates an unsafe or inaccessible experience	Participants, team and public	______________________________	__________________	A weather, ground, access or emergency threshold is reached or the approved footprint cannot be maintained
Slips, trips, loading and manual handling	__________________	______________________________	__________________	Unsafe route or task
Weather, heat, UV, wind or rain	__________________	______________________________	__________________	Pre-agreed threshold reached
Electrical, gas, power or equipment failure	__________________	______________________________	__________________	Isolation or safe fallback unavailable
Vehicle, pedestrian, crowd or queue interaction	__________________	______________________________	__________________	Safe separation cannot be maintained
Medical event, conflict or unsafe conduct	__________________	______________________________	__________________	Beyond volunteer competence or immediate danger
Child or vulnerable-person concern	__________________	______________________________	__________________	Safeguarding path activated
Food, allergen, hygiene or waste issue	__________________	______________________________	__________________	Service control fails
Data, device or paper-record loss	__________________	______________________________	__________________	Loss or unauthorised access suspected
Activity-specific hazard	__________________	______________________________	__________________	__________________

[ ] Activity and material facts were accurately described to the authorised insurance contact.
[ ] Cover, exclusions, participant conditions and evidence requirements were confirmed.
[ ] Required supplier, contractor or exhibitor evidence is retained.
[ ] Incident notification and record-retention instructions are available.
[ ] Food-control treatment: Apply if refreshments or food are offered; otherwise record Not applicable with sponsor acceptance.
[ ] Safeguarding treatment: Assume families and children may attend; confirm supervision, images, lost-person response and observable practice.
[ ] Emergency, incident, concern and lost-person processes are briefed.
[ ] Stop authority is accepted by the event lead, safety or safeguarding lead, site representative and competent technical lead.

Evidence locations and stop-authority names: ________________________________________________

14. Program and run sheet

Relative time	Clock time	Configured activity	Participant experience or message	Lead	Equipment or cue	Fallback
Opening -120 min	______	Site access and condition check	Approved, safe and accessible operating area	______	Site record	Escalate before unloading
Opening -90 min	______	Setup: Approved site plan; shade and shelter; seating; water; safe inclusive activity; boundary markers; non-participatory option; site-cleanup kit	Unsafe setup area remains separated from public	______	Pack list	Reduced safe configuration
Opening -45 min	______	Test access, information, data and equipment	Every public touchpoint works	______	Test script	Paper or non-powered mode
Opening -30 min	______	Team safety, scope, access and safeguarding brief	Team understands boundaries and escalation	______	Briefing card	Delay if critical role absent
Opening	______	Welcome and configured delivery begins	Spend time with neighbours, see a local service idea in action and choose whether to take part.	______	Opening cue	Short-form opening
Main activity	______	Neighbourhood outdoor connection event in a permitted park area, with one safe inclusive activity and a clear alternative for non-participants	Respectful engagement and relevant next step	______	Configured materials	Simplify without weakening controls
Midpoint	______	Welfare, stock, queue and quality reset	Consistent, accessible experience	______	Reset list	Rotate team or reduce scope
Close -15 min	______	Final next-step invitation	Join a dated local activity, request project information or have a follow-up conversation	______	Follow-up route	Assisted response
Close	______	Thank participants and explain follow-up	No unowned promise	______	Closing cue	Direct contact card
Close +15 min	______	Secure data, cash and sensitive material	Records protected before pack-down	______	Secure container	Direct transfer to owner
Close +60 min	______	Asset check, site handback and hot debrief	Safe close and accepted handback	______	Handover record	Remain until issue assigned

15. Resources, procurement and finance

Resource	Quantity	Source	Owner	Ready date	Transport or storage	Return or disposal
Approved site plan; shade and shelter; seating; water; safe inclusive activity; boundary markers; non-participatory option; site-cleanup kit	____	__________________	__________________	__________	__________________	__________________
Approved signs and current project material	____	__________________	__________________	__________	__________________	__________________
Registration, privacy and paper fallback material	____	__________________	__________________	__________	__________________	__________________
Accessibility, seating or assisted-participation aids	____	__________________	__________________	__________	__________________	__________________
Safety, first-aid and weather equipment	____	__________________	__________________	__________	__________________	__________________
Cleaning, waste and asset-return supplies	____	__________________	__________________	__________	__________________	__________________

[ ] Commitments remain within delegated authority.
[ ] Supplier scope, price, cancellation, delivery, safety and insurance evidence are recorded.
[ ] Conflicts of interest are declared and managed.
[ ] Borrowed, donated and in-kind resources are recorded.
[ ] Asset condition is checked before issue and after return.
[ ] Waste, recycling and disposal are agreed with the site.

Use M-T1-CP-01-SD-03 Event Budget Template as the F03 family financial record unless the controlled index issues a replacement. Do not maintain competing totals here.

Financial control	Record
Approved budget link or file	______________________________
Finance owner and spending authority	______________________________
Maximum commitment and contingency authority	______________________________
Income, donation, sponsorship or cashless handling	______________________________
Supplier payment and receipt route	______________________________
Reconciliation due date	______________________________

16. Brand, imagery, registration and privacy

[ ] Current authorised Rotary and District assets are used.
[ ] Logos are not redrawn, stretched, recoloured, rearranged or generated by an image model.
[ ] Clear space, legibility, viewing distance and final-size proof are checked.
[ ] Claims, partner logos, results, captions and stories are accurate and authorised.
[ ] Identifiable people, children, partners and creators have the required permissions.
[ ] A practical no-photo method is available and briefed.
[ ] AI-generated imagery contains no simulated Rotary marks, branded uniforms, certificates or event signage.

Data element	Operational need	Access owner	Retention or deletion rule	Secure location
Name	__________________	__________________	__________________	__________________
Contact method	__________________	__________________	__________________	__________________
Attendance, enquiry or role	__________________	__________________	__________________	__________________
Access or dietary information	__________________	__________________	__________________	__________________
Future-contact preference	Separate affirmative choice only	__________________	__________________	__________________
Other essential data	__________________	__________________	__________________	__________________

[ ] The form states what is collected, why, who uses it and how to ask a question.
[ ] Only necessary data is collected and access is limited.
[ ] Paper forms, exports and devices have named custodians.
[ ] Loss or unauthorised access follows the approved escalation process.
[ ] Correction, retention and disposal follow the approved policy and applicable obligations.

17. Communications plan

Primary audience promise: Spend time with neighbours, see a local service idea in action and choose whether to take part. One-sentence description: Create a low-pressure outdoor encounter where neighbours can participate safely, learn about local service and choose a relevant next step. Primary call to action: Join a dated local activity, request project information or have a follow-up conversation Accessibility contact: ______________________________ Authorised media contact: ______________________________

Audience	Channel or asset	Purpose	Owner	Release date	Approval	Measure
Intended participants	__________________	Invite and inform	__________________	__________	__________	__________
Members and volunteers	__________________	Recruit and brief	__________________	__________	__________	__________
Partners or contributors	__________________	Confirm duties and boundaries	__________________	__________	__________	__________
Site, organiser or authorities	__________________	Confirm operations and compliance	__________________	__________	__________	__________
Registered or interested people	__________________	Confirm access, timing and changes	__________________	__________	__________	__________
Post-event audience	__________________	Thank, report and offer the agreed next step	__________________	__________	__________	__________

[ ] Date, location, duration, cost, deadline and response route are unambiguous.
[ ] Access, transport, weather, clothing, safety and participation conditions are stated.
[ ] Copy is understandable without Rotary acronyms or internal knowledge.
[ ] One call to action is visually dominant.
[ ] Contact, registration, QR and fallback routes are independently tested.
[ ] Correction, cancellation and urgent-update messages are ready.

18. Contingencies and decision triggers

Scenario	Pre-agreed trigger	Response	Decision owner	Communication route
Variant-critical failure	A weather, ground, access or emergency threshold is reached or the approved footprint cannot be maintained	Modify, pause, relocate or stop; do not improvise outside approval	__________________	__________________
Severe weather or unsafe site	__________________	Move, modify, delay or cancel under official and site advice	__________________	__________________
Critical team absence	__________________	Use reduced safe format or defer	__________________	__________________
Low or excessive attendance	__________________	Adjust scale, meter access or use approved overflow	__________________	__________________
Power, internet or equipment failure	__________________	Use tested paper or non-powered fallback	__________________	__________________
Medical, safety or safeguarding incident	__________________	Stop affected activity; use trained response; call 000 for immediate danger	__________________	__________________
Food or allergen concern	__________________	Stop service, isolate affected items and use authorised response	__________________	__________________
Data, form or device loss	__________________	Secure access, preserve facts and escalate	__________________	__________________
Aggressive or unsafe conduct	__________________	Use site security or emergency response	__________________	__________________
Venue, speaker, supplier or partner unavailable	__________________	Use approved alternate, revise scope or cancel	__________________	__________________

19. Team briefing and opening authorisation

Every event-day team member must be able to state:

the purpose, audience promise and one primary next step;
who is accountable and who may stop an unsafe activity;
first aid, emergency access, assembly and incident-record locations;
safeguarding conduct, scope boundaries and escalation routes;
accessibility support and known limitations;
approved data, image, story and public-claim boundaries;
weather, attendance and equipment triggers;
owners for pack-down, data transfer, handback and follow-up.

Brief lead, time and attendance record: ________________________________________________

[ ] Written site, organiser and authority confirmations are accessible.
[ ] Site condition, emergency access, equipment and barriers are acceptable.
[ ] Access routes, seating, toilets and communication support are ready.
[ ] Food, gas, electrical and activity-specific controls are complete where relevant.
[ ] Team is present, briefed, identifiable and rostered for breaks.
[ ] Registration, consent, payment and privacy processes are tested.
[ ] Brand, facts, links, captions and calls to action are checked.
[ ] Photography and no-photo processes are briefed.
[ ] Weather, capacity, variant risk and stop thresholds remain acceptable.
[ ] Contingency materials and fallback mode are available.

Opening authorised by, time and conditions: ________________________________________________

20. Follow-up and close-out

Person or organisation	Consent and context	Promised action	Owner	Due	Done	Record location
__________________	__________________	__________________	__________________	__________	[ ]	__________________
__________________	__________________	__________________	__________________	__________	[ ]	__________________
__________________	__________________	__________________	__________________	__________	[ ]	__________________

[ ] Safety, safeguarding, food, property and privacy concerns are escalated and recorded.
[ ] Site handback is accepted and damage or defects are documented.
[ ] Participant and partner promises have named owners and due dates.
[ ] Thank-you and confirmation messages use consented channels.
[ ] Enquiries go to an appropriate next step, not a generic mailing list by default.
[ ] Paper forms, devices, cash and sensitive material are transferred securely.
[ ] Equipment is counted, cleaned, returned and loss or damage recorded.
[ ] Invoices, receipts, income and in-kind support are reconciled.
[ ] Approved images and captions remain paired with permission evidence.
[ ] Public recap uses verified figures and authorised imagery.
[ ] Measures and lessons are reviewed before announcing a repeat.

21. Measures, decision and learning

Dimension	Configured measure	Target	Actual	Evidence	Interpretation
Reach	Relevant participants or meaningful passers-by	____	____	__________________	__________________
Engagement	Meaningful conversations and inclusive activity participation	____	____	__________________	__________________
Conversion	Relevant next steps accepted	____	____	__________________	__________________
Follow-through	Follow-ups and site handback completed	____	____	__________________	__________________
Inclusion	Access needs met and barriers reported	____	____	__________________	__________________
Safety	Incidents, near misses and control failures	0 unresolved	____	__________________	__________________
Team health	Filled roles, breaks and volunteer feedback	____	____	__________________	__________________
Financial	Net cost and material variance	____	____	F03 record	__________________
Reputation	Verified feedback, media or complaints	____	____	__________________	__________________

Outcome decision and reason: Repeat unchanged / Repeat with modification / Scale / Merge / Stop ________________________________________________________________________________

Review prompt	Evidence-based lesson	Controlled change proposed	Owner	Due
What created the most community value?	__________________	__________________	__________________	__________
Where did the participant journey fail or slow?	__________________	__________________	__________________	__________
Which safety, access or safeguarding control needs improvement?	__________________	__________________	__________________	__________
Which message, interaction and next step worked best?	__________________	__________________	__________________	__________
Which promise, cost or resource assumption was difficult?	__________________	__________________	__________________	__________

22. Sign-off and review-release gate

Pre-event approval

Role	Name	Decision	Date	Recorded approval location
Event lead	__________________	Ready / Ready with conditions / Not ready	__________	__________________
Safety and safeguarding lead	__________________	Ready / Ready with conditions / Not ready	__________	__________________
Finance or delegated approver	__________________	Approved / Not approved	__________	__________________
Accountable sponsor	__________________	Go / Modify / Defer / Stop	__________	__________________

Post-event closure

Role	Name	Closure statement	Date	Record location
Event lead	__________________	Delivery and site records complete	__________	__________________
Safety and safeguarding lead	__________________	Incidents and concerns closed or transferred	__________	__________________
Privacy and registration lead	__________________	Data secured and follow-up assigned	__________	__________________
Finance owner	__________________	Reconciliation complete or exceptions assigned	__________	__________________
Accountable sponsor	__________________	Lessons and next-event decision accepted	__________	__________________

Derivative review and release checklist

[ ] Exact code, title, source initiative, disposition, canonical parent and overlay match index v1.1.
[ ] Every mandatory adaptation row in Section 5 is completed and evidenced.
[ ] No unused control was deleted; every N/A has a reason, owner and acceptance date.
[ ] Event facts, owners, dates, thresholds and evidence locations are complete.
[ ] Event, safety or safeguarding, finance and sponsor reviews are recorded.
[ ] Local-condition decisions cite an official or competent source without claiming universal legal requirements.
[ ] Current brand, rights, accessibility, privacy and data controls are verified.
[ ] Related controlled interfaces resolve and carry matching event facts.
[ ] Editable and accessible copies carry matching identity and version information.
[ ] Final distribution copy is rendered and visually reviewed page by page.
[ ] Release row, checksum, approval and evidence are complete before status changes from REVIEW.

Review decision: Accept for local completion / Return for revision / Reject Reviewer, date and comments: ____________________________________________________________