# Conference attendee welcome-pack contents and distribution register

This editable worksheet is in **English**. Copy it for one conference edition. Decide whether a physical pack is useful at all before buying items. Use a separate variant when attendees genuinely need different contents. The organizer owns approval; the packing lead records actual stock; the distribution lead records what reached each handoff point. Blank quantities are decisions to confirm, not default order sizes.

Event and edition: ____________________  Pack plan version / date: ____________________

Pack owner / contact: ____________________  Packing lead / contact: ____________________

Registration or distribution lead / contact: ____________________  Venue storage contact: ____________________

Approved attendee information source and version: ____________________

Decision: physical pack / limited-item handout / digital information only / no pack. Reason: ____________________

## Variant and quantity plan

Count only confirmed eligible recipients for each variant. Record the method and owner for any contingency quantity; do not copy a generic percentage. Decide whether a badge is distributed separately at check-in so it is not packed into the wrong person's kit.

| Variant ID | Recipient group and eligibility rule | Confirmed count / source date | Quantity authorized to assemble | Contingency basis and approver, if any | Contents version | Distribution point / day | Final approver |
| --- | --- | --- | --- | --- | --- | --- | --- |
| A | | | | | | | |
| B | | | | | | | |

## Item specification and receipt

One row per distinct item and variant. Put the exact approved artwork or content version in the reference field; do not substitute a later programme or a sponsor insert silently. Keep food, liquids, batteries or other special items out until the event's responsible supplier and venue approve handling. If an item is not useful, omit it.

| Variant / item ID | Item and attendee purpose | Units per pack | Approved file / artwork / content reference | Supplier or owner | Units ordered | Units received | Accepted after count/quality check | Shortage or hold / decision owner |
| --- | --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | | |
| | | | | | | | | |
| | | | | | | | | |

Information version checked against event website / published programme by: __________  At: __________

Sponsor item or logo approved by sponsor-deliverables owner, if applicable: __________  At: __________

## Assembly instruction and sample check

Packing station: ____________________  Packing date/time: ____________________  Team lead: ____________________

Variant A reference pack assembled and approved by: __________  Version: __________  At: __________

Variant B reference pack assembled and approved by: __________  Version: __________  At: __________

- [ ] Every item in the sample matches the approved variant manifest and quantity per pack.
- [ ] The programme, map or access information is the current approved version.
- [ ] Artwork, names and sponsor placement match the owner-approved files.
- [ ] The pack can be carried and its materials fit the agreed distribution route.
- [ ] The package or label makes variants easy for staff to tell apart without exposing private attendee data.
- [ ] Omitted, damaged or late items are logged before any substitute is packed.

| Variant | Assembly target | Sample size and check method chosen for this event | Packs completed | Packs held for correction | Count accepted by / at | Box or trolley IDs |
| --- | --- | --- | --- | --- | --- | --- |
| A | | | | | | |
| B | | | | | | |

## Carton staging and distribution handoff

Label containers with event, variant, count, destination and opening time. Confirm the venue's approved storage and delivery route. Record transfers so the distribution team does not mistake an unopened carton for a missing pack.

| Container ID | Variant | Count packed | Destination / storage point | Delivered by / at | Received by / at | Seal or contents exception |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | |
| | | | | | |

Staff briefing: who receives each variant, when and where: ____________________

If stock is short or a variant is unavailable, staff contact: ____________________  Approved response: ____________________

| Distribution point / shift | Variant | Opening count | Additional stock received | Packs handed out | Closing count | Variance / issue ID | Count signed by / at |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | | |
| | | | | | | | |

## Leftovers and closeout

| Variant / item | Unpacked item count | Undistributed pack count | Return, reuse or approved disposal decision | Owner / date | Supplier or sponsor notified, if required |
| --- | --- | --- | --- | --- | --- |
| | | | | | |

Packing lead final count: __________  Distribution lead final count: __________  Reconciled by/at: __________

Open discrepancy and decision owner: __________________________________________________________

Do not infer an environmental benefit from the bag or its material alone. Record what was actually ordered, handed out and left over so the next edition can make a better choice.