Event supplier coordination matrix
A contact list gives names; a coordination matrix explains who handles which decision. Record the supply category, the agreed contact role, what needs confirmation and where changes are received. Store actual contact details in the organiser’s appropriate private copy and share them only with the roles that need the handover.
How to use it
- Identify the confirmed supplier arrangement rather than a proposed provider.
- Assign one receiving role for each decision and change.
- Link delivery and equipment decisions to their detailed planning sheets.
Worksheet preview
| Supply category | Decision contact role | Receiving role | Change to confirm | Current reference |
|---|---|---|---|---|
| Food or refreshments | ||||
| Equipment | ||||
| Displays | ||||
| Other agreed supply |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
A change needs a destination
A supplier update can reach someone who is not making the relevant decision. Define the receiving role and the route to the organiser. Keep the agreed version with the item so an old message does not override a later confirmation.
Separate commercial confirmation from arrival
One role may confirm the order while another receives the goods. Record both roles and connect the actual receiving window to the delivery worksheet. Do not assume the venue or a third party accepts a delivery without agreement.
Continue planning
- Group supply pickup and delivery window
Coordinate separate pickups and deliveries against the actual receiving person and access arrangements.
- Community-event equipment brief
Connect each programme task to equipment, setup responsibility and approval.
- Event display submission log
Match each display item to its approved location, file version and setup owner.