Review and evidence

Review decisions record who decided, which revision of the booking they looked at, whether they approved, rejected or returned it, when, and why. They are kept as their own records on the booking, so the history shows each decision in order rather than only the latest state.

Evidence files sit beside the decisions: signed requests, floor plans, insurance certificates, supplier confirmations. Each file has a title, an evidence type, who uploaded it and when, and whether it is internal or can be shared with the client. Reviewers see the evidence on the booking they are deciding.

Package reviewers decide; coordinators attach evidence.

• Independent decisions. The person who prepared a package cannot approve it.
• Revision on every decision. Each decision names the revision it applied to.
• Visibility per file. Internal notes stay internal; shared evidence can go to the client.

Agree which evidence each event type needs, such as insurance for external caterers or a floor plan for large events. Agree who can mark evidence as shared. Decide how long reviews should take. Prepare examples of an approval, a return for missing insurance and a rejection.

A client’s external caterer has not sent proof of insurance. The reviewer returns the package with that reason. The coordinator uploads the certificate as internal evidence and resubmits. The reviewer approves, and the booking shows the return, the uploaded certificate and the approval, each with its time.

A month later the client disputes a charge for the caterer’s late arrival. The coordinator opens the booking and finds the package the reviewer approved, the floor plan that was shared with the client and the reviewer’s notes on timing. The answer comes from the record, not from someone’s memory of the conversation. If the client had been sent an internal working note by mistake, its visibility would show it was never meant to be shared.

• Review decision log — Approvals, rejections and returns with reasons.
• Packages awaiting review — The reviewer’s queue.

• Venue package review: How review decisions are made.

See roles.