Event stakeholder map template: decisions, needs and follow-up

Download the event stakeholder worksheet

Download the event stakeholder worksheet (Markdown, English)

Copy the worksheet and replace its example rows. Record a role or group, the event decision it affects, what that group needs, the named contact owner, the agreed channel, the next action and the date to review it. Keep private contact details in your approved team system rather than in a widely shared map.

Start with decisions and affected groups

List the decisions that can change the attendee experience or event delivery: venue layout, programme, access information, registration, ticketing, suppliers and sponsor commitments. For each, ask who approves it, who implements it and who is affected. Include attendee groups whose needs may otherwise be missed. APM recommends identifying stakeholders early and checking their interests, influence and communication preferences; revisit the list as the project changes.[1]

Turn the map into an engagement action

A simple influence/interest label can help you scan the map, but it does not tell you what to do. Write the actual question, decision deadline, preferred way to engage and owner. Ask for input before a decision when it can still change the outcome. Record the response or unresolved issue and route formal approvals through the event’s agreed process.

Review after every material change

Update the worksheet when a venue, supplier, programme or registration assumption changes. Confirm whether the same people still hold the decision and whether affected groups need a new message. The staff roles matrix assigns delivery work; the attendee communication plan distributes approved information. This map tracks whose input and agreement those workflows depend on.