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Templates / Event organisers

Exhibitor forms, risk assessments and licences, from one link.

Stallholders, speakers and contractors all send papers in different ways, and the licence pack is never complete a week out. Docsroom asks once, gives each person their own link and chases whoever has not replied.

7 templates80 requestsWritten for event organisers

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Seven templates for event organisers

Open a template to see every request in the order it is asked, and watch it written in and answered.

Exhibitor and trader starter checklistfor exhibitors and traders · after their application is accepted11 requests11 requests
Exhibitor and trader starter checklistGreenacre Candles · stall 149 of 11 back
  • Your business
  • FormBusiness details7 questionsAssigned to DPDenise Parr, stallholderFrom Holliein 2 daysComplete
  • QuestionWhat you will sell or showin a few linesAssigned to DPDenise Parr, stallholderFrom Holliein 3 daysComplete
  • TableProduct listone row per productAssigned to DPDenise Parr, stallholderFrom Holliein 4 daysReady to check
  • Your stand
  • DecisionPitch choiceindoor, marquee or outdoorAssigned to DPDenise Parr, stallholderFrom Holliein 4 daysReady to check
  • QuestionSpace and power needssize and number of socketsAssigned to DPDenise Parr, stallholderFrom Holliein 5 daysComplete
  • UploadStand layouta sketch or photoAssigned to DPDenise Parr, stallholderFrom Holliein 6 daysAwaiting reply
  • FormVehicle and pass details4 questionsAssigned to DPDenise Parr, stallholderFrom Holliein 6 daysReminder sent
  • Papers and terms
  • UploadPublic liability insurancecurrent certificateAssigned to DPDenise Parr, stallholderFrom Holliein 5 daysComplete
  • UploadRisk assessmentfor your own standAssigned to DPDenise Parr, stallholderFrom Holliein 7 days1 file sent
  • ApprovalTrading termsread and approveAssigned to DPDenise Parr, stallholderFrom Holliein 6 daysReady to check
  • ApprovalRules of the eventread and approveAssigned to DPDenise Parr, stallholderFrom Holliein 7 daysComplete
Volunteer and staff starter checklistfor new volunteers and staff · before their first shift12 requests12 requests
Volunteer and staff starter checklistLewis Barrett · steward9 of 12 back
  • About you
  • FormVolunteer details6 questionsAssigned to LBLewis Barrett, stewardFrom Holliein 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to LBLewis Barrett, stewardFrom Holliein 3 daysComplete
  • UploadPhoto for your passface clearly visibleAssigned to LBLewis Barrett, stewardFrom Holliein 4 days1 file sent
  • QuestionRight to work share codepaid staff onlyAssigned to LBLewis Barrett, stewardFrom Holliein 3 daysReady to check
  • Roles and safety
  • TableShifts you can doone row per shiftAssigned to LBLewis Barrett, stewardFrom Holliein 5 daysComplete
  • UploadSIA licencefor security rolesAssigned to LBLewis Barrett, stewardFrom Holliein 6 daysAwaiting reply
  • UploadFirst aid certificateif you have oneAssigned to LBLewis Barrett, stewardFrom Holliein 6 daysReminder sent
  • QuestionHealth and access needswhat we should plan forAssigned to LBLewis Barrett, stewardFrom Holliein 5 daysComplete
  • Agreements
  • ApprovalVolunteer agreementread and approveAssigned to LBLewis Barrett, stewardFrom Holliein 6 daysReady to check
  • ApprovalSafeguarding briefingread and approveAssigned to LBLewis Barrett, stewardFrom Holliein 7 daysReady to check
  • ApprovalHealth and safety briefingread and approveAssigned to LBLewis Barrett, stewardFrom Holliein 7 daysComplete
  • QuestionEmergency contactname and numberAssigned to LBLewis Barrett, stewardFrom Holliein 4 daysAwaiting reply
Speaker information packfor speakers · six weeks before the event11 requests11 requests
Speaker information packChidi Okafor · keynote9 of 11 back
  • Your talk
  • FormTalk details4 questionsAssigned to COChidi Okafor, speakerFrom Holliein 3 daysComplete
  • QuestionShort biographyabout eighty wordsAssigned to COChidi Okafor, speakerFrom Holliein 4 daysComplete
  • UploadHeadshota clear, sharp photoAssigned to COChidi Okafor, speakerFrom Holliein 4 days1 file sent
  • Slides and tech
  • UploadSlidesby the deadlineAssigned to COChidi Okafor, speakerFrom Holliein 14 days2 files sent
  • DecisionPresenting fromyour laptop or oursAssigned to COChidi Okafor, speakerFrom Holliein 7 daysComplete
  • QuestionSound, video or demo needswhat you will useAssigned to COChidi Okafor, speakerFrom Holliein 7 daysAwaiting reply
  • QuestionAccessibility needsfor you or your audienceAssigned to COChidi Okafor, speakerFrom Holliein 8 daysReminder sent
  • Terms and travel
  • ApprovalSpeaker termsread and approveAssigned to COChidi Okafor, speakerFrom Holliein 6 daysComplete
  • ApprovalRecording and photo consentread and approveAssigned to COChidi Okafor, speakerFrom Holliein 6 daysReady to check
  • FormTravel and hotel5 questionsAssigned to COChidi Okafor, speakerFrom Holliein 9 daysReady to check
  • QuestionDietary needsfor the speaker lunchAssigned to COChidi Okafor, speakerFrom Holliein 9 daysComplete
Food and drink trader papersfor food and drink traders · two weeks before the event12 requests12 requests
Food and drink trader papersZawisza Street Food · trailer9 of 12 back
  • Food safety
  • UploadFood business registrationcouncil letterAssigned to KZKasper Zawisza, food traderFrom Holliein 4 daysComplete
  • UploadFood hygiene ratinglatest certificateAssigned to KZKasper Zawisza, food traderFrom Holliein 4 daysComplete
  • UploadStaff food hygiene trainingcertificatesAssigned to KZKasper Zawisza, food traderFrom Holliein 5 days1 file sent
  • TableAllergen matrixone row per dishAssigned to KZKasper Zawisza, food traderFrom Holliein 6 daysReady to check
  • UploadYour menuas you will sell itAssigned to KZKasper Zawisza, food traderFrom Holliein 6 daysComplete
  • Gas and electrics
  • UploadGas safety certificatefor gas appliancesAssigned to KZKasper Zawisza, food traderFrom Holliein 5 daysAwaiting reply
  • UploadElectrical safety testPAT certificateAssigned to KZKasper Zawisza, food traderFrom Holliein 5 daysReminder sent
  • UploadFire extinguisher recordservice dateAssigned to KZKasper Zawisza, food traderFrom Holliein 6 daysComplete
  • Cover and terms
  • UploadPublic liability insurancecurrent certificateAssigned to KZKasper Zawisza, food traderFrom Holliein 5 days1 file sent
  • UploadAlcohol licence detailsif you sell alcoholAssigned to KZKasper Zawisza, food traderFrom Holliein 7 days2 files sent
  • ApprovalTrader termsread and approveAssigned to KZKasper Zawisza, food traderFrom Holliein 7 daysComplete
  • ApprovalSite rules for tradersread and approveAssigned to KZKasper Zawisza, food traderFrom Holliein 8 daysAwaiting reply
Contractor risk and insurance packfor stage, AV and marquee firms · three weeks before build day12 requests12 requests
Contractor risk and insurance packApex Staging · main stage9 of 12 back
  • Cover
  • UploadPublic liability insurancecurrent certificateAssigned to GHGavin Holt, contracts managerFrom Holliein 4 daysComplete
  • UploadEmployer’s liabilityif you have staffAssigned to GHGavin Holt, contracts managerFrom Holliein 4 daysComplete
  • Method and risk
  • UploadRisk assessmentfor this eventAssigned to GHGavin Holt, contracts managerFrom Holliein 7 days1 file sent
  • UploadMethod statementhow the work is doneAssigned to GHGavin Holt, contracts managerFrom Holliein 7 days2 files sent
  • UploadStructural certificatestage or marqueeAssigned to GHGavin Holt, contracts managerFrom Holliein 8 daysComplete
  • UploadFlame retardant certificatemarquee and drapesAssigned to GHGavin Holt, contracts managerFrom Holliein 8 daysAwaiting reply
  • UploadLifting equipment certificatesfor rigging and hoistsAssigned to GHGavin Holt, contracts managerFrom Holliein 8 daysReminder sent
  • TableCrew listone row per crew memberAssigned to GHGavin Holt, contracts managerFrom Holliein 10 daysComplete
  • On site
  • QuestionArrival and vehicle plantimes, vehicles, routesAssigned to GHGavin Holt, contracts managerFrom Holliein 9 daysReady to check
  • QuestionWorking at heightwho and what trainingAssigned to GHGavin Holt, contracts managerFrom Holliein 9 daysReady to check
  • ApprovalSite inductionread and approveAssigned to GHGavin Holt, contracts managerFrom Holliein 12 daysComplete
  • ApprovalSite rulesread and approveAssigned to GHGavin Holt, contracts managerFrom Holliein 12 daysAwaiting reply
Licences and permissions packfor the event manager · eight weeks before the event12 requests12 requests
Licences and permissions packHarvest Fair · licence file9 of 12 back
  • Licences and cover
  • UploadPremises licence or TENtemporary event noticeAssigned to JKJenna Kemp, event managerFrom Holliein 5 daysComplete
  • UploadMusic licencefor live or recorded musicAssigned to JKJenna Kemp, event managerFrom Holliein 7 daysComplete
  • UploadRoad closure or traffic orderif a road is affectedAssigned to JKJenna Kemp, event managerFrom Holliein 9 days1 file sent
  • UploadCouncil event notificationemail or letterAssigned to JKJenna Kemp, event managerFrom Holliein 7 days2 files sent
  • UploadEvent insurancepublic liability coverAssigned to JKJenna Kemp, event managerFrom Holliein 8 daysComplete
  • Plans
  • UploadEvent management planlatest versionAssigned to JKJenna Kemp, event managerFrom Holliein 10 daysAwaiting reply
  • UploadEvent risk assessmentlatest versionAssigned to JKJenna Kemp, event managerFrom Holliein 10 daysReminder sent
  • UploadSite planwith fire routesAssigned to JKJenna Kemp, event managerFrom Holliein 10 daysComplete
  • UploadMedical and first aid planprovider and coverAssigned to JKJenna Kemp, event managerFrom Holliein 12 days1 file sent
  • UploadSecurity and stewarding plannumbers and SIA coverAssigned to JKJenna Kemp, event managerFrom Holliein 12 days2 files sent
  • Council and safety group
  • QuestionSafety group meeting datedate and outcomeAssigned to JKJenna Kemp, event managerFrom Holliein 14 daysComplete
  • ApprovalFinal safety planread and approveAssigned to JKJenna Kemp, event managerFrom Holliein 18 daysAwaiting reply
Sponsor and partner packfor sponsors and partners · once they confirm10 requests10 requests
Sponsor and partner packRidgeway Motors · headline sponsor8 of 10 back
  • Their details
  • FormSponsor details6 questionsAssigned to SASimon Ashcroft, marketing leadFrom Holliein 3 daysComplete
  • UploadLogo filesvector or large imageAssigned to SASimon Ashcroft, marketing leadFrom Holliein 5 daysComplete
  • QuestionInvoice contactname and emailAssigned to SASimon Ashcroft, marketing leadFrom Holliein 4 daysReady to check
  • Their presence
  • DecisionSponsor packagepick your packageAssigned to SASimon Ashcroft, marketing leadFrom Holliein 4 daysReady to check
  • QuestionWhat you will give awaysamples, offers or prizesAssigned to SASimon Ashcroft, marketing leadFrom Holliein 8 daysComplete
  • UploadStand artworkprint readyAssigned to SASimon Ashcroft, marketing leadFrom Holliein 12 daysAwaiting reply
  • TableGuest and staff passesone row per personAssigned to SASimon Ashcroft, marketing leadFrom Holliein 14 daysReminder sent
  • Approvals
  • ApprovalSponsorship termsread and approveAssigned to SASimon Ashcroft, marketing leadFrom Holliein 6 daysComplete
  • ApprovalAnnouncement wordingread and approveAssigned to SASimon Ashcroft, marketing leadFrom Holliein 10 daysReady to check
  • ApprovalLogo use rulesread and approveAssigned to SASimon Ashcroft, marketing leadFrom Holliein 10 daysReady to check

Written for event organisers. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Every trader’s papers in one list

Insurance, hygiene ratings and risk assessments arrive against each trader’s name, so you can see who is ready before the gates open.

One link for each exhibitor and contractor

Nobody makes an account or remembers a password. Traders, speakers and volunteers each answer from their own phone.

Reminders in the weeks before build day

Docsroom chases whoever has not replied until each one is in, so you can see who is still missing a certificate.

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More kits

Photographers7 templates · 74 requestsWedding planners7 templates · 78 requestsFinancial advisers8 templates · 80 requests

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