None. No critical item is marked as a gap.

None. Nothing is left open.

None recorded yet.

None.

These items are still unmarked, so this draft is provisional until every one of them is Confirmed, Gap or N/A.

• VIP arrival and departure sequence agreed in writing, per guest
• Order of precedence for every person attending is ruled on by a named person, recorded in writing with the authority used (the host's protocol office, the visiting mission, or the applicable order of precedence), and applied consistently to seating, introduction order and toasts
• Titles and forms of address for every named guest confirmed in writing from the guest's own office (or the applicable authority), recorded centrally, and applied identically to invitation, place card, badge, run sheet and podium introduction
• A named protocol contact for each VIP party, reachable on the day
• Receiving line and greeting party briefed and positioned
• Accessibility and mobility requirements confirmed per guest
• Gifts, presentations and awards staged against the running order
• Individual guests who may not be photographed or filmed are named on a list held by the photographer, the front-of-house lead and the production desk, and the zones are marked
• Toast and speech order, duration and hard stop locked
• Discreet entry and exit routing kept clear of the main guest flow
• A written gift and gratuity policy has been issued to staff and suppliers before the event and a named person handles anything offered
• The written record of who ruled on precedence, and on what authority, is held by the protocol lead and copied to the venue's duty manager
• Flag order for every nationality represented is confirmed in writing with the visiting mission or the host's protocol office, and the confirmation is held on site
• Where the event touches a UK government building, the designated-day flag instruction for the event date has been checked against the published list
• The anthem(s) to be played, their order, and who cues them are confirmed in writing with the principal's office and rehearsed once with the band or AV
• The place-setting convention for VIP tables (British or continental) and the cutlery/glass order are confirmed with the principal's office and shown on a photograph of one laid cover
• The pronunciation of every name and title to be read aloud is confirmed, with a phonetic note on the run sheet held by whoever introduces the guest
• A written protocol brief for the principal's private office (arrival point, greeting order, seating, departure) has been sent and acknowledged
• A protocol walk-through with the venue's duty manager and the principal's office is scheduled before doors, covering arrival, greeting, seating, speeches and departure
• Any decoration, flower, colour, food or symbolic element that could conflict with a guest's national, religious or military convention has been checked with that guest's office
• A named protocol contact for each VIP party, reachable on the day
• Final RSVP list closed and reconciled against the invitation list
• Allergy information for each guest is captured from the guest (not from a colleague, plus-one or an old list), in writing, confirmed back to the guest, and held on the same closed list catering works from
• Plus-ones, partners and accompanying staff accounted for by name
• Badges, place cards and the door list carry the guest's correct title and form of address (see pv-04), verified once centrally against the confirmed list
• Late additions and cancellations have a stated cut-off and an owner
• Mobile numbers held for the key guest or their assistant
• Joining instructions state the step-free route and entrance, parking and drop-off, taxis, accessible facilities, assistance-dog provision, and a named contact for access questions, and receipt has been acknowledged
• No-show and substitution policy decided before the door opens
• Each guest who has stated an access requirement has, in writing, what will be provided (step-free route, accessible WC, hearing loop, seating, assistance-dog provision) and who is responsible for it, recorded on the same list front of house holds
• VIP names and movements distributed only to those who need them
• Catering, seating and access all work from the same headcount
• Written confirmation has gone to every guest with an access requirement stating exactly what will be in place on the day and who owns it, with any request that cannot be met said plainly and an alternative offered
• For any guest with a diagnosed food allergy or intolerance, the information is recorded from the guest, in writing, and the guest has confirmed back, in writing, what will be served to them
• Guests who must not be photographed, filmed or named publicly are flagged per guest on the list the door team and photographer hold, not on a separate note in someone's inbox
• Guest-facing materials (invitation, joining instructions, menu, programme) can be supplied in an accessible format on request and the request route is stated in the joining instructions
• The change cut-off is published to guests in writing with the time, the date and the named person authorised to approve exceptions
• Seating plan cross-checked against the final RSVP list
• Top table and precedence seating ruled on and signed off in writing
• The layout has been walked against the room's real dimensions, including door and aisle widths and the turning circle needed for a wheelchair, trolley or ambulance stretcher
• Place cards and table numbers match the seating plan exactly
• VIP sight lines and proximity to stage and exit verified on site
• Service routes do not cross guest or VIP routes
• The room is laid out to a capacity figure the venue has given in writing, and the document it comes from is named and dated (fire risk assessment, licence condition or the venue's own statement), with the person who confirmed it named
• Room holds one spare cover without a rebuild
• Layout agreed with AV sight lines and screen positions
• Table numbering and signage consistent across plan, cards and staff brief
• Master plan printed for day-of use and marked up as guests arrive
• The capacity figure for the room as it will be laid out is held in writing with its source document named and the confirming person identified
• All exits used by guests are unobstructed by staging, branding, catering stations and cloakroom rails, and match the routes the venue's own evacuation plan shows
• A step-free route from the set-down point to every seat used by a guest with an access requirement has been walked, and the route is described in writing
• Where a wheelchair space is provided, a companion seat is provided with it and the companion is named on the plan
• For each guest who would need assistance to leave in an emergency, the arrangement is agreed individually and in writing: who assists, by which route, and how the assistance is summoned discreetly
• Screen, lectern and caption positions have been checked from the seats to be used by guests with a sight impairment, with the seats reserved accordingly
• The principal's seat has clean sight lines to the stage, screen and entrance, is not in the camera line, and has a clear, short route to the nearest exit
• Top table and precedence seating ruled on and signed off in writing
• Access control decided: who is checked, where, and by whom
• No guest, contractor or supplier enters without being checked against the closed list; every exception (a substitute, an unlisted arrival, an escort) is recorded with the name of the person who authorised it
• For each principal bringing protection, the officer's accreditation, permitted equipment, standing positions and access route are agreed in writing with the venue, and (where the principal requires it) with the local police
• Deliveries, vehicles and bags screened at one controlled point
• Photography, filming and social media rules enforced, not just stated
• Restricted zones marked and, where it matters, staffed
• Staff, contractor and crew accreditation issued with a zone and a valid window
• Vehicle access, drop-off and parking controlled
• Security brief held with front-of-house and venue staff before doors open
• Disability access and evacuation assistance planned for named guests
• Guest images and recordings stored and shared under a stated rule
• Cloakroom and bag storage secured and staffed for the arrival peak
• Whether the event is in scope of the Terrorism (Protection of Premises) Act 2025 has been decided and recorded in writing, with the basis stated (standard tier for 200-799 people present at the same time at the busiest times; enhanced tier at 800+; a ticketed or members-only event of 800+ is a qualifying event and carries the enhanced-tier duties)
• The responsible person for the premises or event is named, and the organisation knows it must notify the regulator (the SIA) of that person once the law is in effect, with the notification diarised
• Written public protection procedures exist for this event - covering evacuation and invacuation, a lockdown or restricted-movement decision, and how information reaches guests and staff - and staff know they exist
• Hostile-vehicle and vehicle-as-weapon mitigation at the set-down, entrance and perimeter has been considered with the venue, including whether the venue has a police counter-terrorism security adviser
• A written screening and search policy states what is searched, at which point, by whom, what happens to a refused item, and who decides on a refused entry
• A security awareness briefing for all guest-facing staff has been delivered using a recognised free counter-terrorism resource (for example the ProtectUK/ACT e-learning), with attendance recorded
• A suspicious-item procedure (report, do not touch, distance, who calls) is agreed with the venue and written into the staff brief
• The venue's counter-terrorism or police security contact for the event period is known by name and number, and the number is on the operations desk
• CCTV coverage, who monitors it, how long footage is retained, and how the organiser requests footage after an incident are agreed with the venue in writing
• Where a guest arrives with official protective staff, the venue knows that the principal's security team may take operational command of the principal's safety, and the interfaces (comms channel, lift, exit route) are agreed
• The kitchen's own written allergen information for every dish and drink on the day's menu is held by the organiser, matches what the guests were told, and a named member of kitchen staff confirms it
• Allergen handling: separate preparation, no cross-contact, named cover
• Final numbers delivered to the kitchen at the stated cut-off
• Menu, wine and service timings match the run of show
• VIP plates served first, by name, with allergens handled discreetly
• An alcohol-free option of equal quality and equal visibility is available, and its position on the menu and at the bar is agreed with catering
• Supplier delivery, setup and breakdown windows agreed with the venue
• Kitchen and service walk-through completed the day before
• Plan for late arrivals and unforeseen covers
• Water and refreshment points kept stocked through long sessions
• Catering headcount reconciled with the access and seating numbers
• The kitchen has produced written allergen information for every item served (including canapés, sauces, garnishes, bread, dressings, desserts and drinks served with a mixer), and the organiser holds a copy
• Any guest with a serious allergy has a plate served to them by a named member of staff to a named person, identifiable without a spoken announcement
• Buffet, self-service and reception items carry allergen information where guests choose for themselves, or an allergen lead is present at the station
• The kitchen has confirmed in writing which shared vessels, boards, fryers, tongs and surfaces are kept free of the allergens that matter for the guests attending
• Special meals are prepared and plated separately in time or space, and the kitchen has said which
• Allergen documentation and the guest-by-guest dietary list are retained after the event and can be produced
• The alcohol licence (premises licence, club certificate or temporary event notice) covers the hours, areas and licensable activities planned, and the designated premises supervisor or personal licence holder required for the event is present
• Staff know the refusal procedure and the ID policy for alcohol service, and know who decides a refusal
• Free drinking water is available and reachable throughout alcohol service
• Run of show written with times, cues and named owners
• Technical rehearsal or walkthrough completed with the actual presenters
• Every wireless channel in use is scanned for interference in the room with the doors shut and guests in, every transmitter and battery is tested, and the spares are labelled and held by a named person
• One person calls the show; the protocol lead, the accessibility lead and the venue's duty manager are all on the same channel or have a stated fallback
• Presentation files collected in advance in the format the system plays
• Local backup copies of every presentation and asset on site
• Speech intelligibility checked from the furthest seat
• Screens and content readable from the back of the room
• Speakers have timing cues and a timekeeper who will actually intervene
• Where any guest has a hearing-related access requirement, the aid requested (hearing loop, infra-red, live captions, BSL) is confirmed as available, tested in the room with the guest's own device or by a named tester, and briefed to front of house
• Venue AV contact on site and reachable for the whole event
• Cabling, power and trip hazards secured off guest routes
• Every access aid a named guest has asked for (hearing loop, IR, captions, BSL interpreter, reserved sightline seating, read-along materials) is confirmed available, tested in the room, and its provision is briefed to front of house
• A named person owns recharging, spare batteries and the spares kit for every access aid, and the spare is tested not assumed
• Audience-facing materials (slides, handouts, running order, menus) can be provided in an accessible format on request
• The accessibility lead holds a copy of the cue sheet showing the moments where a guest's requirement has to be serviced
• Any live captions or sign language are positioned so they are visible from the accessible seating, not only from the centre block
• VIP travel itineraries confirmed to the minute with a day-of contact
• Airport or port protocol, meet-and-greet and fast-track arranged
• Accommodation blocked, confirmed and paid under the correct names
• Room allocations match the protocol and billing expectations
• Ground transport booked with named drivers and vehicle plates
• Transport contingency for delays, cancellations and traffic
• Arrival times logged so the greeting party is in place before the car stops
• VIP rooms inspected before arrival against stated requirements
• Luggage, storage and departure coordination planned
• For each international guest, the passport nationality held is recorded, the entry requirement for the trip purpose is confirmed by the guest's own office in writing, and the last date on which a problem could still be fixed is stated
• Where a guest has a mobility requirement, the vehicle booked is confirmed to take a wheelchair or mobility aid, by registration and by the operator in writing
• For each guest with an access requirement, the hotel or venue has confirmed in writing the specific features needed (step-free room, wet room, ground floor, accessible WC, assistance-dog provision)
• The rooming list, including who is in which room and at what rate, is signed off by the person who owns the protocol relationship
• One named event lead with decision authority on the day
• Named deputy for every critical role, briefed and present
• Staff briefing held with a written brief covering guests, cues and rules
• Radio channels, call signs and a comms tree agreed and tested
• One contact sheet for venue, suppliers and crew, printed as well as digital
• Front-of-house staffing matched to the arrival peak, not the average
• Everyone briefed on who may speak to press and on social media
• Dress code, identity and accreditation requirements confirmed for all staff
• Shift times, breaks and relief cover planned across the whole event
• Escalation path for a problem agreed, written down and rehearsed
• Post-event debrief and handover of lost property and left items planned
• A named accessibility lead is on site for the whole event, owns every access request, and is known by name to the door team
• The front-of-house brief includes, without unnecessary medical detail, who needs what access provision and who owns each one
• A named person meets and directs the emergency services, and that role is briefed and covered by a deputy
• Where the event is in scope of the Terrorism (Protection of Premises) Act 2025, the staff brief includes the public protection procedures and the counter-terrorism awareness element
• A post-event debrief is scheduled before the event, with the time in diaries and a named person holding the incident log
• A written first-aid needs assessment exists for this event, naming the assessor, the number and qualification of first-aiders, the treatment point, and the hours covered - and the provision matches it
• Nearest hospital, route and realistic travel time known and printed
• Emergency services access route and rendezvous point agreed with the venue
• Where the assessment or the event profile calls for an AED, its location is confirmed on the day, its pads are in date, and named staff are trained
• Incident escalation ladder with named decision-makers at each step
• Public liability and contractual cover confirmed, and the schedule read for exclusions and limits, certificates held in one file
• Weather and venue-failure fallbacks decided for anything outdoors or travel dependent
• Fallbacks for power, AV and internet failure identified and staffed
• Procedure for a separated or vulnerable guest agreed with the venue
• Continuity plan for who speaks to the client if something fails
• Incident logging and post-event reporting owned by a named person
• The venue's current fire risk assessment has been obtained in writing, and the capacity, exit and evacuation conditions it states for this room are known and matched by the layout
• The medical provider has confirmed in writing its response time, its cover hours, its staffing and qualification mix, and who is its on-site lead
• The first-aid kit, and any medication the plan relies on, has been checked on the day against a written list by a named person, with expiry dates
• Medical and first-aid cover spans setup, the arrival peak, the event, breakdown and the after-party - the hours when incidents actually occur
• The medical lead knows which incidents are reportable and to whom, and who holds the record afterwards
• Employers' liability certificates for every employer of staff on site have been read (name of insurer, cover level, validity) rather than just requested
• Emergency service access and the rendezvous point have been walked with the venue and the local authority or emergency services contact, and the access route is recorded
• Where a local authority Safety Advisory Group covers the venue or type of event, the organiser has established whether a plan or submission is expected and has met the deadline
• The evacuation plan accounts individually for every guest who needs assistance and for every guest who may not be able to use stairs, and the plan is held at the operations desk
• A written policy exists for alcohol refusal, intoxication, drug-related incidents and the removal of a guest, with the named decision-maker

Written by the reviewer before sending: what still needs a decision, what is being accepted as a risk, and anything the client should know. This text appears in the printed and exported report.

Name, role and date. The report is issued only once this is complete.