Describe the change against the existing brief
Use your original booking conversation or the agreed contact route. State what was previously discussed, what you now want and which items remain unchanged. Include the event reference if you have one. This helps the team review the correct specification rather than treat a short message as a complete new brief.
A change request does not automatically alter availability, price or the written agreement. The team needs to review its effect and confirm the outcome. Payment, cancellation and change terms are those in the relevant booking paperwork; this guide does not introduce a new policy or deadline.
Check what the change touches
| Changed detail | Other items to review |
|---|---|
| Date or venue | Availability, access, site assessment, hire period and supplier arrangements. |
| Guest numbers | Dining and evening use, furniture, circulation and service brief. |
| Programme | Equipment positions, room changes and supplier working times. |
| Structure or finish | The complete specification, installation and payable total. |
| Catering or entertainment | Space, power, access and any separately booked equipment. |
Keep one clear outstanding list
Write down the decisions that depend on the change. A larger evening gathering, for example, may affect furniture and activities even if the meal stays the same. Ask the relevant suppliers to assess their own requirements instead of assuming the original plan can absorb everything.
For a Peterborough site change, provide the new postcode and access information, not just the venue name. The former site’s suitability does not transfer automatically to a new location.
Check the written outcome
Before acting on the revised plan, check the confirmed specification, dates, responsibilities, charges and any updated terms. Share the agreed version with affected suppliers. Keep previous documents for reference but label the current plan clearly so installation and event teams are not working from conflicting instructions.