Begin with the event and version
State the event, date, city, venue, programme owner and the time the contact sheet was last approved. Use one current document and mark earlier copies as superseded.
A contact list without a version can spread obsolete numbers and responsibilities precisely when the programme changes.
Separate organiser authority from client coordination
Identify the organiser or official help desk for credentials, admission, venue rules and programme changes. Separately list the ICON IMAGE or client coordinator responsible for the independent executive schedule.
A private coordinator cannot override organiser-controlled access. The sheet should make that boundary visible so operational staff do not promise an exception they cannot authorise.
Name one lead for each function
Assign a primary and backup contact for programme leadership, guest coordination, venue, transport, hotel, production, security, medical or welfare support and communications where relevant.
Record the role beside the name. In a disruption, “call Sophie” is not useful if several teams know different people with that name or do not know what Sophie can decide.
Define the communication channels
Specify which channel is used for routine updates, urgent operational changes and emergencies. A working group chat may support ordinary coordination, while an emergency requires the venue procedure and designated lead.
Do not expect every participant to monitor email, messaging, calls and several group chats simultaneously. One defined channel per purpose reduces contradictory instructions.
Add authority and limits
For each senior contact, state what they may approve: meeting changes, vehicle replacement, guest substitution, production expense or public communication. Escalation should reach someone able to decide.
Keep legal, financial and organiser-controlled decisions with the appropriate authority. Availability does not create permission.
Protect personal information
Include only the number, email or radio channel required for the role. The ICO describes data minimisation as limiting personal information to what is necessary for the stated purpose.
Create role-specific views where needed. A driver may need a passenger contact and pickup point; the entire executive, guest and media list should not be circulated to every supplier.
Connect contacts to access status
Record which person handles registration, badge collection, invitation questions and lost credentials, but keep the participant’s official status in the separate access record.
A phone number beside “accreditation” does not mean that contact can grant admission. Escalation should confirm facts and use the organiser’s official route.
Coordinate with the venue and safety structure
HSE guidance asks organisers to liaise with venue management, emergency services and other organisations involved in crowd safety. The working contact sheet should reflect the approved structure rather than create a parallel command chain.
Include the venue emergency contact and assembly information supplied officially. Do not put confidential security detail into a widely distributed version.
Prepare for incidents and emergencies
List the person who triggers the company response, accounts for the party and communicates verified instructions. HSE says emergency plans should be proportionate to risk and coordinated with relevant services.
In an emergency, follow the venue and public-authority directions. The contact sheet supports communication; it does not replace professional incident command.
Set an escalation order
Write the sequence for common disruptions: missing guest, delayed vehicle, unavailable host, access disagreement, medical concern or public-information request. State when the issue moves from the functional lead to programme leadership.
Avoid broadcasting every minor problem to executives. Escalation should be fast, but it should also protect decision-makers from noise.
Test the sheet before the programme starts
Call or message every critical number, confirm time zones and check that backups understand their role. Run a short table-top exercise using one realistic schedule or access disruption.
Correct the document after the test and issue the final version through the agreed channel.
Close access after the event
Remove temporary group members, delete copies that no longer have a justified purpose and record only the decisions and follow-up needed for future work.
A contact sheet should not become a permanent uncontrolled directory of private numbers.
Professional event contact coordination
Access by ICON IMAGE can prepare the role map, working contacts, communication channels and escalation order for an executive or brand programme around an international event.
A useful brief includes the official event, venue, programme, participant party, suppliers, access status and client decision-makers. Admission remains controlled by the relevant organiser or host.
Discuss event contact coordination
Share the event, team, suppliers and official access structure. We can prepare one working contact sheet and escalation order without promising admission or organiser authority.
Official sources
Information checked on 17 October 2026. Safety, privacy, access and emergency arrangements must be confirmed for the specific event, venue and jurisdiction.