Coordinating an event is a complex task, often requiring the participation of many stakeholders. Given the complexity of event organisation, it is vital that you maintain good records of the planning, implementation and evaluation process.

The documents you decide to keep will depend on the nature of your event and any legal requirements on you to do so. They could include:

Records of procedure
• decision-making processes—minutes of meetings, confirmation emails, notes made at meetings
• consultation register—details of who you have consulted about the event, how you communicated with them and notes about outcomes
• event running sheets
• production schedules.

Plans/formal documentation
• risk assessment processes and risk management plan (see 6. 1 Safety and security)
• emergency response plan (see 6. 4 Safety and security)
• event site plan (see 6. 10 Safety and security)
• building/owner consent from landowner/venue manager
• permits/approvals—any licences, approvals or consents you receive to conduct your event (see 4. Who should you talk to? and Appendix A)
• contracts—any agreements made with suppliers, authorities, performers, staff, volunteers etc. (see 7. Legal issues)
• transport management plan (see 10. Traffic and transport issues).

It is useful to collate information that will be relevant on event day into one document or manual that could be supplied to staff and volunteers before the event (see 16. On the day).

It is advisable to keep your documentation for a period of time after your event in case of any legal action taken against the organisers or other requests for information. You should seek legal advice about how long to retain your records. 
                                                                                                                             

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