Coordination
Free templateEvent change log template
Updated
Record what changed, who approved it and which people need the new information.
When to use it: Use it once the plan is shared and changes start affecting other people’s work.
The agreed starting point
Change record
Scroll the table sideways to reach every column.
| Time recorded | What changed | Impact | Decision owner | Who needs to know | Status |
|---|---|---|---|---|---|
Before closing a change
Free to use and adapt for your own events. Check it against your venue’s rules and the laws where your event takes place.
How to keep an event change log useful
An event change log is a short record of decisions that affect delivery. It links the new information to its operational impact and the people who need to act.
Use the log to explain why the plan changed. Keep the actual tasks, supplier instructions and running order up to date as well, so the log does not become a competing version of the event.
Step by step
Record the change in one sentence
Write the old and new values where possible: “AV arrival moves from 16:30 to 16:50.” A reader should not need an email thread to understand the decision.
Trace the next handoff
Check which task, cue or supplier depends on the changed detail. Name the decision owner and the people who need the update.
Close the communication loop
Mark an update acknowledged only when the responsible person has confirmed it. A message sent is not evidence that the delivery team has read it.
Mistakes to avoid
- Recording minor edits while omitting changes to cost or timing.
- Marking a change approved without identifying the approver.
- Keeping the new time in the log while leaving the old time in the running order.
Common questions
What changes should an event change log include?
Include decisions that affect timing, scope, cost, access, staffing or another person’s next action. Routine spelling edits rarely need a separate decision record.
Who should own the change log?
Name one event lead to maintain the log. Individual decision owners still approve changes within their authority, and the people delivering them acknowledge the new instructions.
Is a change log the same as a run of show?
No. The run of show tells the team what happens and when. The change log explains which decisions changed that plan, why they changed and who was informed.