Plain-English guide

The planner, in plain English

Every section and every field explained without jargon. Use the search box below to jump straight to a word, a section name, or the question you're stuck on.

Words we use

Terms that show up across the planner.

Development experience: A designed event, activity or programme whose purpose is to grow people — leadership, confidence, teamwork, wellbeing or resilience. Not the same as a training course.
Planning cycle: The full sweep from broad intent through detailed planning, approval, delivery and impact review. One project = one planning cycle.
Intent: The plain-English reason the experience exists and the change you want to see. Set this before diving into detail.
Outcome: The observable result you want — e.g. 'team leads self-rate confidence at 7/10' rather than 'people feel better'.
Section: One themed part of the plan (intent, people, risk, budget, logistics, etc.). Each has its own questions and its own RAG status.
RAG: Red / Amber / Green. Red = not started or missing core answers. Amber = in progress or open actions remain. Green = complete and mentor-reviewed where required.
Must do (Core): A section that must be green before approval can be given. Requirements shift depending on activity type.
If it applies (Conditional): A section required only when the activity type or answers say so (e.g. safeguarding when under-18s are involved).
Optional / Recommended: Not strictly required, but strongly encouraged for quality planning.
Mentor review: A section is marked mentor-reviewed when your Standby Go mentor has read it and challenged your thinking. Some sections need this to turn green.
Risk register: Structured list of hazards, who's affected, the controls in place, and the residual likelihood and impact once controls are applied.
Residual risk: The risk that remains after controls have been applied. This is what actually matters — the raw risk before controls is only useful for comparison.
Approval / Go: The gate before delivery. Options are Go, Conditional Go (proceed with named provisos) or No-go. Only unlocked when core sections are green.
Impact review: The post-activity reflection: what happened, what worked, what didn't, and what lessons carry forward. Closes the loop.
Planning pack: A printable PDF export of everything in your plan — answers, risks, budget, actions and mentor notes. Useful for showing your boss or sponsor.
Readiness: How many of your core sections are green, as a percentage. Shown on every project card.
Action: A specific task inside a section with an owner, due date and priority. Open critical actions can hold a section at amber.

1. Start with the idea

What are we doing and why?

Activity / Experience Details

Define the broad intent, dates, location, purpose and intended development outcomes.

Must do

The questions you're answering: What are we trying to achieve? Why this experience? Who benefits?
When it turns green: All mandatory concept fields completed and outcomes selected.

What each field is asking (7)

Experience name
Basics
Use a simple working title that participants and stakeholders will understand.
Concept summary
Basics
Explain the idea in plain English.
Options: 2-4 sentences
Primary development aim
Development
Select the main reason this experience exists.
Options: Leadership / Cohesion / Morale / Confidence / Decision making / Public briefing / Planning / Courage / Wellbeing / Culture
Secondary development aims
Development · Suggested
Capture additional benefits without losing the main focus.
Options: Leadership / Team cohesion / Morale / Courage / Decision making / Public briefing / Planning / Confidence / Communication / Trust / Wellbeing / Culture / Future readiness / Resilience / Ownership
Proposed start date
Delivery
Use the first planned delivery date.
Options: YYYY-MM-DD
Proposed end date
Delivery
Use the final planned delivery date.
Options: YYYY-MM-DD
What would success look like?
Impact
Describe the intended change in people, team or organisation.
Options: Observable outcomes

Nominated Lead and Contact Details

Record the person responsible for leading the planning cycle and key contacts.

Must do

The questions you're answering: Who owns the plan? Who supports them? Who can act if they are unavailable?
When it turns green: Lead and alternate contact details complete.

What each field is asking (6)

Nominated lead name
Lead
The person who owns planning and delivery.
Options: Full name
Role / appointment
Lead
Clarify why this person is leading.
Options: Job title or role
Email
Lead
Main contact address.
Options: name@example.com
Phone
Lead · Suggested
Useful for urgent planning queries.
Options: +44...
Alternative lead
Backup · Suggested
A deputy or second point of contact.
Options: Full name
Mentor / planning support
Mentor · Suggested
Select your assigned Standby Go mentor.
Options: Roger Harnden

Organisation, Sponsor and Stakeholders

Identify the organisation, approving sponsor, budget owner and key stakeholders.

Must do

The questions you're answering: Who wants this to happen? Who approves it? Who needs confidence?
When it turns green: Sponsor/approver and key stakeholders identified.

What each field is asking (5)

Organisation / team
Organisation
The organisation that owns the need.
Options: School / charity / company / team
Sponsor / budget owner
Sponsor
The person who wants the outcome and can support decisions.
Options: Name and role
Approving manager / committee
Approval · Suggested
Who makes the final go decision.
Options: Name, role or group
Key stakeholders
Stakeholders
List anyone who needs confidence or information.
Options: Participants, parents, managers, providers
Stakeholder concerns
Stakeholders · Suggested
Anticipate questions before they become blockers.
Options: Safety, budget, inclusion, reputation

Experience Type, Activity & Development Intent

Classify the experience, describe the activity vehicle you will use, and link it to the development outcomes you want.

Must do

The questions you're answering: What kind of experience is this and why? Why is this the right vehicle? What behaviour or capability should develop?
When it turns green: Experience type, activity vehicle and development outcomes described and justified.

What each field is asking (10)

Experience type
Experience type
This should describe the vehicle, not the development outcome.
Options: Sports trip / Study package / Outdoor challenge / Workshop / Charity challenge / Internal project / Multi-activity programme / Other
Other experience type
Experience type · Suggested
Describe the experience in a few words if none of the options above fit.
Options: Free text description
Complexity level
Experience type
Rate based on people, place, activity risk, travel and scrutiny.
Options: Low / Medium / High
Why this experience fits the aim
Development intent
Explain why this is the right vehicle for the desired people development.
Options: Rationale
Development behaviours to observe
Development intent · Suggested
Choose behaviours the mentor and lead can reflect on later.
Options: Communication, decision making, trust, courage, ownership
Activity / experience description
Vehicle
Describe the visible activity clearly enough for a reviewer to understand.
Options: What will actually happen
External provider used?
Provider
Select yes if anyone outside the organisation delivers part of the activity.
Options: Yes / No
Provider name
Provider · Suggested
Name the provider or partner.
Options: Company / charity / individual
Suitability notes
Suitability
Explain why the activity is suitable for the participants and outcomes.
Options: Why suitable for group
Alternatives considered
Alternatives · Suggested
Useful evidence that the chosen approach is proportionate.
Options: Other options

2. Get the people right

Who's coming, who's running it, who needs to know?

Participants, Group Profile & Readiness

Capture who is attending, the composition of the group, and their readiness for what is planned.

Must do

The questions you're answering: Who is taking part? What are their roles, needs, ages and levels of responsibility? Are they ready? What preparation or support do they need?
When it turns green: Participant numbers, profile and readiness levels captured.

What each field is asking (18)

Expected number of participants
Group size
The total number taking part, not including staff unless they are participants too.
Options: 0-500
Expected number of staff / support team
Group size · Suggested
Include facilitators, supervisors and support roles.
Options: 0-100
Participants aged under 18
Age demographic · Suggested
Number of participants aged under 18.
Options: 0-500
Participants aged 18–29
Age demographic · Suggested
Number of participants aged 18 to 29.
Options: 0-500
Participants aged 30–49
Age demographic · Suggested
Number of participants aged 30 to 49.
Options: 0-500
Participants aged 50–68
Age demographic · Suggested
Number of participants aged 50 to 68.
Options: 0-500
Participants aged 68+
Age demographic · Suggested
Number of participants aged 68 or over.
Options: 0-500
Known disabilities or medical considerations
Health & inclusion · Suggested
Note any disabilities, medical conditions or mobility needs that must be considered when planning — e.g. wheelchair access, hearing support, chronic conditions. Keep this factual and only what is needed for planning.
Options: Free text
Allergies or dietary requirements
Health & inclusion · Suggested
List known allergies (e.g. nuts, shellfish) and dietary needs (e.g. vegetarian, halal, coeliac) so catering and first-aid arrangements can plan for them.
Options: Free text
Participant profile
Group profile
Keep this proportionate and avoid unnecessary personal detail.
Options: Age range, roles, experience, known considerations
Inclusion / accessibility considerations
Group profile · Suggested
How will the experience be inclusive and accessible?
Options: Access, confidence, finance, wellbeing
Participant roles
Group profile · Suggested
Use roles to develop ownership and responsibility.
Options: Lead, buddy, navigator, team captain
Overall group readiness
Readiness
Use judgement based on skill, confidence, health and preparation.
Options: Low / Moderate / High
Beginner count
Experience · Suggested
Estimate how many are new to this type of activity.
Options: 0-500
Intermediate count
Experience · Suggested
Estimate how many have some prior experience.
Options: 0-500
Advanced count
Experience · Suggested
Estimate how many are experienced.
Options: 0-500
Preparation or training required
Preparation · Suggested
What do people need before the activity to participate well?
Options: Briefing, practice, fitness, research, pre-reading
Language, religious observance or gender-specific needs
Inclusion · Suggested
Capture any language support, religious observance, gender-specific accommodation or cultural considerations that will shape planning.

Facilitators, Providers and Subject Matter Experts

Record internal facilitators, external providers, coaches, instructors, guides or SMEs.

If it applies

The questions you're answering: Who is qualified or competent to support delivery? What evidence is needed?
When it turns green: Provider/facilitator details and evidence complete where required.

What each field is asking (8)

Facilitator / provider name
Facilitators · Suggested
Record anyone who supports delivery.
Options: Name and role
Qualification / competence evidence
Competence · Suggested
Evidence should match the activity risk and setting.
Options: Certificate, CV, logbook, insurance
Insurance evidence
Compliance · Suggested
Check the provider is insured for the activity.
Options: Public liability / professional indemnity
Safeguarding / DBS considerations
Safeguarding · Suggested
Explain how safeguarding responsibilities are covered.
Options: Arrangements
References checked
Due diligence · Recommended
Have you spoken to a past client of this provider?
Options: Yes|No|In progress
Financial / trading status verified
Due diligence · Optional
Companies House / trading history check for larger contracts.
Options: Yes|No|Not required
Due-diligence notes
Due diligence · Optional
Anything that came out of checking references, insurance, safeguarding or trading history.
Estimated facilitator / provider cost
Estimated cost · Suggested
Rough cost at this stage — fees, day rates, expenses. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Communication and Stakeholder Update Plan

Plan communication before, during and after the activity.

Must do

The questions you're answering: Who needs to know what, when and how?
When it turns green: Communication audiences and update rhythm defined.

What each field is asking (6)

Communication audiences
Audiences
Who needs updates before, during or after the activity?
Options: Participants / Families / Managers / Sponsors / Providers / Public / Media
Participant briefing plan
Briefing
How will participants know what to expect and what is required?
Options: When, how, by whom
During-activity update rhythm
Updates · Suggested
This is especially valuable for families and sponsors.
Options: Daily WhatsApp/email/call etc
Emergency communication route
Emergency
Make urgent communication simple and understood. — Structured: capture Who / When / How / Backup for each step.
Options: Who calls whom
Media / social media approach
External · Suggested
Agree what can be shared and by whom.
Options: Consent, messaging, photos
Estimated communications cost
Estimated cost · Suggested
Rough spend on briefing packs, print, comms platforms or postage. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

3. Plan the details

How it will actually work — logistics, safety, money, cover.

Location, Travel Context and Permissions

Capture where the experience happens and any travel, permissions or lead times.

If it applies

The questions you're answering: Where are we going? Are there travel or location permissions?
When it turns green: Location/travel details complete or marked not applicable.

What each field is asking (6)

Main location / venue
Location
Where the main experience takes place.
Options: Town, venue or region
Domestic or overseas?
Location
This determines document and permission complexity.
Options: Local / UK domestic / Overseas
Location permissions required?
Permissions
Consider landowner, venue, school, employer or public permits.
Options: Yes / No / Unsure
Permission details
Permissions · Suggested
Record the permission route and deadline.
Options: Who, what, when
Local context / lead time
Context · Suggested
Capture factors that shape planning time and risk.
Options: Visas, culture, weather, security, transport
Estimated visa / tolls / border-crossing cost
Estimated cost · Suggested
Rough cost of visas, tolls, border fees, entry permits or similar. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Transport, Movement and Compliance

Plan how people and equipment move safely, and record the documents that prove it is legal and insured.

If it applies

The questions you're answering: How will people get there and back? Are vehicles, drivers, insurance and paperwork appropriate?
When it turns green: Transport plan and any required documents complete, or marked not applicable.

What each field is asking (10)

Transport required?
Transport
Select no for entirely on-site activities.
Options: Yes / No
Transport method
Transport · Suggested
Select all methods used.
Options: Private car / Minibus / Coach / Train / Flight / Walk / Cycle / Other
Movement plan
Movement · Suggested
Explain how people and equipment will move. — Structured: capture Who / When / How / Backup for each step.
Options: Pick-up, drop-off, route, timings
Driver / transport owner
Drivers · Suggested
Record who is responsible for each vehicle or journey.
Options: Name, role, licence check
Transport contingency
Contingency · Suggested
How will delays or failures be managed?
Options: Breakdown, delay, missed train, weather
Compliance documents required?
Compliance
Only mark yes where documents are needed.
Options: Yes / No / N/A
Insurance / hire agreement
Evidence · Suggested
Upload relevant evidence or record where it is held.
Options: Policy or hire agreement
Driver licence / permit confirmation
Evidence · Suggested
Do not store unnecessary sensitive documents if a confirmation is enough.
Options: Licence/permit checked
Breakdown / emergency transport support
Evidence · Suggested
Record how transport issues will be managed.
Options: Provider contact and plan
Estimated transport cost
Estimated cost · Suggested
Rough transport cost across all methods above (hire, fuel, tickets, driver fees). Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Programme and Itinerary

Build a clear day-by-day or session-by-session plan.

Must do

The questions you're answering: What happens, when, where and who is responsible?
When it turns green: At least one programme item entered and all key timings complete.

What each field is asking (5)

Programme item
Programme
Build the plan item by item.
Options: Date, time, activity, owner
Start time
Programme · Suggested
Useful for sequencing and realistic timing.
Options: HH:MM
Activity description
Programme
Describe the event or phase clearly.
Options: What happens
Owner / responsible person
Programme · Suggested
Make accountability visible.
Options: Name
Contingency / notes
Programme · Suggested
Record useful context or alternatives.
Options: Plan B

Accommodation, Venue and Facilities

Capture accommodation, venue, facility and accessibility details.

If it applies

The questions you're answering: Where will people stay or gather? Is the venue suitable?
When it turns green: Venue details complete or marked not applicable.

What each field is asking (5)

Venue / accommodation required?
Venue
Required for off-site, residential or hosted activities.
Options: Yes / No
Venue name and address
Venue · Suggested
Include enough detail for participants and emergency services.
Options: Full address
Booking/contact details
Venue · Suggested
Who can resolve issues on site?
Options: Booking ref, contact, phone/email
Accessibility / facilities
Venue · Suggested
Check the venue supports participant needs.
Options: Toilets, access, catering, quiet space
Estimated accommodation / venue cost
Estimated cost · Suggested
Rough venue and accommodation cost. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Health, Medical, Welfare and Emergency Plan

Address health, welfare, first aid, safeguarding and emergency response.

Must do

The questions you're answering: How will we keep people safe and supported? What happens if something goes wrong?
When it turns green: Health, welfare and emergency arrangements complete.

What each field is asking (6)

First aid provision
First Aid
What first aid support is available? — Structured: capture Who / When / How / Backup for each step.
Options: Named first aider, kit, location
Emergency plan
Emergency
What will happen if something serious occurs? — Structured: capture Who / When / How / Backup for each step.
Options: Nearest hospital, evacuation, emergency contact
Welfare and wellbeing considerations
Welfare · Suggested
Consider the whole person, not just physical safety.
Options: Stress, confidence, fatigue, inclusion
Medical information process
Medical · Suggested
Protect sensitive data and ensure it is usable in an emergency.
Options: How info is collected, held, accessed and deleted
Safeguarding considerations
Safeguarding · Suggested
Make safeguarding responsibilities clear.
Options: Policy, lead, reporting route
Estimated health / welfare cost
Estimated cost · Suggested
Rough cost of first-aid cover, medical kit, insurance or welfare provision. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Suggested Packing List and Preparation

Provide role/activity-specific kit or preparation guidance.

If it applies

The questions you're answering: What should participants bring, wear or prepare?
When it turns green: Packing/prep guidance complete or not applicable.

What each field is asking (6)

Suggested packing list needed?
Kit
Most experiences benefit from a simple preparation list.
Options: Yes / No
Essential items
Kit · Suggested
List what participants must bring.
Options: Clothing, footwear, documents, water, notebook
Optional items
Kit · Suggested
Useful but not mandatory items.
Options: Comfort items
Provided equipment
Kit · Suggested
Clarify what participants do not need to source themselves.
Options: What is issued and returned
Weather / conditions preparation
Weather · Suggested
Help participants prepare realistically.
Options: Heat, cold, rain, footwear
Estimated kit / packing cost
Estimated cost · Suggested
Rough cost of any kit or equipment the group must provide. Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.
Options: £

Participant Documents, Consent and Permissions

Capture required participant documents, permissions and emergency information.

If it applies

The questions you're answering: What personal documents or permissions are needed?
When it turns green: Required participant documents confirmed or marked not applicable.

What each field is asking (5)

Consent required?
Documents · Suggested
Clarify whether consent is needed and from whom.
Options: Yes / No / N/A
Emergency contact captured?
Documents
Ensure the organiser can contact someone in an emergency.
Options: Yes / No
Passport / visa required?
Documents · Suggested
Confirm requirement without necessarily storing copies.
Options: Yes / No / N/A
Insurance required?
Documents · Suggested
Confirm appropriate cover exists where needed.
Options: Yes / No / N/A
Document notes
Documents · Suggested
Record practical handling, privacy and deadlines.
Options: Where stored and who checks

External Assistance and Local Support

Record local support, guides, hosts, emergency contacts and external assistance.

If it applies

The questions you're answering: Who can help locally? Who knows the area or context?
When it turns green: External assistance recorded or marked not applicable.

What each field is asking (3)

External/local support needed?
Support
Select yes where guides, hosts, local contacts or specialist support are involved.
Options: Yes / No
Support contact list
Support · Suggested
Record useful support contacts.
Options: Name, organisation, phone, role
Emergency local support
Support · Suggested
Where will help come from if needed?
Options: Venue, emergency services, embassy, landowner

Supporting Resources and Appendices

Identify specialist resources required for the activity.

If it applies

The questions you're answering: What supporting resources are needed?
When it turns green: Resource needs identified and uploaded where required.

What each field is asking (3)

Specialist resources required?
Resources
Maps, learning packs, route cards, templates, equipment lists.
Options: Yes / No
Resource list
Resources · Suggested
List each resource and who owns it.
Options: Resource name, owner, status
Resource upload
Resources · Suggested
Upload the final resource or link to where it is stored.
Options: PDF, DOCX, image, map

Supporting Documents and Evidence Library

Create a single evidence library for all supporting files.

Must do

The questions you're answering: What evidence demonstrates the plan is ready?
When it turns green: Core documents uploaded or marked not applicable.

What each field is asking (3)

Core evidence library
Evidence
A single place for important documents.
Options: Briefing pack, risk assessment, budget, programme
Document type
Evidence
Tag files so reviewers can find them quickly.
Options: Budget / Risk / Briefing / Programme / Provider / Consent / Review / Other
Document review status
Evidence · Suggested
Avoid confusion over versions.
Options: Draft / Ready for review / Approved / Superseded

Budget, Funding and Finance Plan

Plan income, expenditure, contributions, contingency and affordability.

Must do

The questions you're answering: How much will it cost? Who pays? Is it within budget?
When it turns green: Income and expenditure entered and balance understood.

What each field is asking (5)

Income / funding item
Income
Record each source of funding.
Options: Grant, sponsor, contribution
Cost item
Expenditure
Record each expected cost.
Options: Venue, transport, provider, food, equipment
Participant contribution
Finance · Suggested
Make contributions transparent.
Options: £
Contingency
Finance · Suggested
Include a sensible buffer where appropriate.
Options: £ or %
Budget owner confirmation
Finance · Suggested
Has the budget owner seen and accepted the plan?
Options: Yes / No

Risk Assessment and Control Plan

Capture hazards, likelihood, impact, controls and residual risk.

Must do

The questions you're answering: What could go wrong and how will we reduce the likelihood or impact?
When it turns green: All material risks assessed with controls and owners.

What each field is asking (6)

Risk item
Risk
Each meaningful risk gets its own row.
Options: Hazard, concern or uncertainty
Likelihood
Risk
Rate before and after controls.
Options: 1 Rare / 2 Unlikely / 3 Possible / 4 Likely / 5 Almost certain
Impact
Risk
Rate consequence if the risk occurs.
Options: 1 Minor / 2 Moderate / 3 Significant / 4 Major / 5 Severe
Control measures
Risk
Controls should be practical and owned.
Options: What reduces likelihood or impact
Control owner
Risk · Suggested
Who makes sure the control happens?
Options: Name
Residual risk accepted?
Risk
High residual risks should trigger mentor/approver attention.
Options: Yes / No

Data Protection & Privacy

Record how sensitive information collected during planning (medical, allergy, contact, DOB) is stored, shared and destroyed.

Must do

The questions you're answering: Where is this data held? Who can see it? How long is it kept?
When it turns green: Storage location, access list and retention window recorded.

What each field is asking (4)

Where sensitive data is stored
Storage
E.g. locked cabinet, encrypted drive, password-protected sheet in the planner.
Who has access
Access
Names or roles of everyone with access to medical / safeguarding / contact data.
How long is data kept
Retention
Choose the shortest retention window that still satisfies duty-of-care reporting.
Options: Deleted after activity / 30 days / 90 days / 6 months / 1 year / Longer (specify)
Retention notes
Retention · Suggested
Any legal, insurer or organisational rule that dictates how long records must be kept.

Insurance & Cover

Confirm the right insurance is in place for participants, providers and the organisation, with evidence.

Must do

The questions you're answering: What's covered, by whom, for how much, on which dates?
When it turns green: Cover confirmed with in-date schedule uploaded.

What each field is asking (5)

Participant travel / activity insurance in place?
Cover
Cover for injury, illness, cancellation, repatriation as appropriate.
Provider public liability cover confirmed?
Cover · Suggested
Ask each external provider for a valid schedule showing PL cover on the activity dates.
Employer / organiser liability confirmed?
Cover
Confirm your organisation's cover extends to this activity, group and location.
Insurance schedule(s) uploaded
Evidence
Upload the schedule showing named insured, cover limits and valid dates.
Estimated insurance cost
Estimated cost · Suggested
Rough estimate only at this stage — refine with quotes/research before finalising. Two-way linked with the Budget tracker.

Cancellation & Refund Policy

Set out what happens if the experience is cancelled, postponed or reduced — for participants, providers and finance.

If it applies

The questions you're answering: Who bears the cost? Which deadlines matter? What triggers a refund?
When it turns green: Cancellation policy summarised and thresholds recorded.

What each field is asking (3)

Cancellation / refund policy summary
Policy
Plain-English summary of what happens to participant payments, provider fees and venue deposits if the activity is cancelled or reduced.
Refund cut-off date
Policy · Suggested
Last date participants can withdraw for a full refund.
Provider cancellation T&Cs uploaded
Evidence · Suggested
Upload provider or venue terms so the trigger points are transparent.

Environmental & Sustainability

Consider the environmental footprint of the experience and choices that reduce it.

Optional

The questions you're answering: What is the carbon impact of travel? Are venues/providers running sustainable practice? What waste is generated and how is it handled?
When it turns green: Key environmental impacts identified and mitigations noted.

What each field is asking (3)

Key environmental impacts
Impact · Recommended
Travel emissions, single-use materials, energy, waste, land/water impact.
Chosen mitigations
Mitigation · Recommended
E.g. shared transport, reusable kit, local suppliers, waste-sort plan.
Estimated sustainability cost
Estimated cost · Optional
E.g. carbon offset, sustainable materials premium.

4. Check and get the go-ahead

Sign-off before you deliver.

Lead Declaration and Reflection Plan

Ask the nominated lead to confirm ownership and identify what they expect to learn.

Must do

The questions you're answering: Have I understood the plan? What will I learn by leading this?
When it turns green: Lead declaration completed before review.

What each field is asking (4)

Lead confirms ownership
Declaration
The lead confirms the plan reflects their understanding.
Options: Checked
Lead confidence rating
Confidence · Suggested
Useful for coaching conversation.
Options: 1-10
What I expect to learn by leading this
Development
Make the lead's development explicit.
Options: Reflection
Declaration date
Date
Records when the lead declared readiness.
Options: YYYY-MM-DD

Mentor / Reviewer Assurance

Allow a mentor or reviewer to challenge, support and assure the plan.

Must do

The questions you're answering: Is the plan coherent, proportionate and ready? What needs improving?
When it turns green: Mentor/reviewer checklist completed and actions closed.

What each field is asking (4)

Mentor/reviewer checklist
Review
Reviewer checks coherence, not just paperwork.
Options: Need/design/leader/risk/budget/review
Mentor comments
Review · Suggested
Capture coaching challenge and support.
Options: Strengths, concerns, actions
Review actions
Actions · Suggested
Open critical actions block go decision.
Options: Action, owner, due date, status
Reviewer recommendation
Recommendation
This informs the final decision.
Options: Proceed / Proceed with conditions / Rework / Do not proceed

Participant Manifest / Attendance List

Maintain a participant list for planning, safeguarding, attendance and emergency use.

Must do

The questions you're answering: Who is attending and how do we account for them?
When it turns green: Manifest complete and consistent with participant numbers.

What each field is asking (3)

Participant list
Manifest
Keep this secure and proportionate.
Options: Name, role, attendance status
Emergency contact held
Manifest · Suggested
Confirm contact details are held securely.
Options: Yes / No
Readiness status
Manifest · Suggested
Useful for preparation and inclusion.
Options: Ready / Needs support / Not ready / Unknown

Approval / Go Decision

Record the final go/no-go decision, conditions and owner.

Must do

The questions you're answering: Can this safely and credibly proceed? Are any conditions attached?
When it turns green: Approver decision recorded and open critical actions closed.

What each field is asking (4)

Go / no-go decision
Decision
Final decision based on readiness and risk.
Options: Go / Conditional go / No-go / Deferred
Approver name
Decision
Who accepted the decision?
Options: Name and role
Conditions
Decision · Suggested
Record anything that must happen before delivery.
Options: Conditions and deadlines
Decision date
Decision
Date of decision.
Options: YYYY-MM-DD

5. After the activity

Reflect and capture what was learned.

Post-Activity Review and Impact Report

Capture outcomes, feedback, lessons and development impact after the event.

Must do

The questions you're answering: What changed? What did the lead and group learn? What should improve next time?
When it turns green: Post-activity review completed and shared with sponsor.

What each field is asking (6)

Participant feedback collected
Feedback · Suggested
Evidence the development value.
Options: Yes / No
Outcomes achieved
Impact
Compare outcomes with the original intent.
Options: What changed
Lead reflection
Lead
Capture how the nominated lead developed.
Options: What I learned
Lessons identified
Lessons
Make learning reusable for next time.
Options: Continue / stop / start
Impact report ready
Report
Marks the project complete.
Options: Yes / No
Success measures achieved
Impact
Look back at the success criteria you set in Section 1 ('What would success look like?'). For each measure, note whether it was met, partly met, or missed — and the evidence.

Missing something? Ask your mentor from inside any section — they'll answer and we'll add it here.