Record the last effect moment and collection handover
The final requested effect moment and the collection appointment are separate parts of the event. Use this closeout sheet to give the event contact the agreed logistics and the relevant provider answers. It is a record of the booking handover, with equipment procedures left to the actual provider.
Printable worksheet. Use your browser’s Print command to keep a blank copy, then complete the writing spaces with your actual booking references. This page does not collect or send information.
Start with the actual booking documents
Reference the accepted quotation, the current permitted request and the final cue plan. Copy the agreed operating responsibility from the booking discussion. Where a next step has not been confirmed, record the question and the role that must answer it. A blank is an open point, not permission for the event contact to decide an equipment procedure.
- Event / location reference
- Accepted quotation version
- Venue decision reference
- Final cue-plan version
- Agreed operating role / confirmation reference
Record the final programme point
Identify the final effect moment by its cue reference. The actual operator or coordinator can note what happened and any question passed to the provider. Avoid converting the public programme’s finishing time into an assumed equipment handover time. This section records the programme fact and the agreed responsibility, rather than a shutdown sequence.
| Closeout fact | Reference / actual note |
|---|---|
| Final requested cue / location | |
| Actual programme time, if recorded | |
| Role making the note | |
| Provider-confirmed next-step reference | |
| Unanswered question / responsible role |
Prepare the collection handover
Write the collection date and access window confirmed for the booking. Identify the venue role able to provide access at that time and the provider’s collection contact route. If the venue access changes after the programme, record the confirmed alternative or leave a visible question. No waiting period, handling method or return preparation is supplied by this sheet.
| Collection requirement | Confirmed fact / source | Question still open |
|---|---|---|
| Collection date and window | ||
| Access route / venue arrangement reference | ||
| Role providing access | ||
| Provider collection contact route | ||
| Quoted items / reference list | ||
| Provider-confirmed arrangements reference |
Note the actual handover and follow-up
At the handover, record the time, the roles involved and any observation raised with the provider. Refer to a separately held photograph or message if useful. Keep the original response with the booking rather than paraphrasing it as an assurance. Mark unresolved points for the person coordinating the hire to follow up.
| Time / role | Observation or question | Provider response reference / next owner |
|---|---|---|
Keep the scope of the record clear
This is a logistical closeout record. It does not instruct switching, disconnecting, fluid handling, cleaning, packing or fault response. It makes no equipment-condition certification, attendance promise or interpretation of damage terms. Retain it alongside the actual provider instructions and commercial documents that apply to the booking.