# Approval-based event application: decision and message worksheet

Event/program: ______  Published eligibility criteria URL/version: ______  Capacity source: ______  Review owner: ______  Last review: ______

## Applicant-facing form and receipt
- What is the specific reason approval is required? ______
- Which minimum fields are necessary for that decision? ______
- Which data should not be collected? ______
- Where may applicants ask about the criteria? ______
- Receipt text: “We received application [reference]. This is not a confirmed place or ticket. We expect to update you via [channel] by [date/range]. For questions, use [contact].”

## Decision log (access-limited)
| Reference | Submitted | Criteria version | Missing information / request date | Reviewer / conflict or escalation | Capacity checked / source | Decision and reason tied to criteria | Decision date | Applicant notified / channel | Ticket or claim status | Retention owner |
|---|---|---|---|---|---|---|---|---|---|---|
| Sample-001 | | | | | | | | | | |

Allowed states: received → in review → more information needed / approved / waitlisted / declined → claimed or paid (if needed) → ticket issued. State changes must be recorded; an approval email alone is not a ticket.

## Message branches
**More information needed:** “For application [reference], please provide [specific missing item] through [secure route] by [date]. We have not decided or reserved a confirmed place.”

**Approved, claim step remains:** “Application [reference] was approved. To confirm your place, complete [official claim/payment step] by [date]. Your place is confirmed only when you receive [official ticket/order evidence].”

**Waitlisted:** “Application [reference] is on the waitlist. You do not yet have a place. We will contact you through [channel] if an offer is available by [date/range].”

**Declined:** “Application [reference] was not approved under [published criteria/version]. For questions or a review route, contact [official channel].”

**Ticket confirmed:** “Your place is confirmed. Official ticket/order reference: [reference]. Event details: [approved page].”

## Safe rehearsal
- [ ] A submitted form sends only a receipt, not an admission pass.
- [ ] Every application is assigned to an authorized reviewer, with a backup or escalation owner.
- [ ] Capacity and criteria are checked at decision time.
- [ ] Each outcome sends the correct message and leaves a dated decision record.
- [ ] An approved applicant who has not claimed or paid receives no false ticket confirmation.
- [ ] A failed claim/payment step has a support path and does not silently become “confirmed.”
- [ ] Applicant and reviewer data access and retention are approved for this event.