# Event supplier closeout record

Use one copy per supplier after the event. Link to controlled source records rather than copying sensitive contract or payment details into an open document. “Complete” means the relevant owner confirmed the item with evidence; a final invoice alone does not close every obligation.

- Event / date / time zone: [ ]
- Supplier and service: [ ]
- Agreement and approved change references: [ ]
- Organizer closeout owner / finance owner / supplier contact: [ ]

| Closeout item | Applies? | Evidence or secure reference | Open exception and owner | Reviewed by / date |
|---|---|---|---|---|
| All agreed services or goods received and accepted | [yes/no] | [ ] | [ ] | [ ] |
| Final files, artwork, reports or access details handed over | [ ] | [ ] | [ ] | [ ] |
| Supplier equipment, cases, badges, keys and passes returned or accounted for | [ ] | [ ] | [ ] | [ ] |
| Venue areas and supplier work zones handed back | [ ] | [ ] | [ ] | [ ] |
| Final invoice checked against order, approved changes, credits and deposits | [ ] | [ ] | [ ] | [ ] |
| Payment status confirmed by finance; disputed amount separately identified | [ ] | [ ] | [ ] | [ ] |
| Access to event systems reviewed and removed when authorized | [ ] | [ ] | [ ] | [ ] |
| Event data, media and supplier copies reviewed under agreed handling terms | [ ] | [ ] | [ ] | [ ] |
| Continuing obligations identified (e.g. warranty, licensed use, confidentiality) | [ ] | [ ] | [ ] | [ ] |
| Supplier performance note and unresolved claim routed to proper owner | [ ] | [ ] | [ ] | [ ] |
| Records stored under applicable retention and access rules | [ ] | [ ] | [ ] | [ ] |

## Closeout decision

- Open items that prevent administrative closure: [ ]
- Items that continue after closeout, with owner and review date: [ ]
- Supplier response or confirmation received: [ ]
- Organizer approval to mark the operational file closed: [name/date or pending]
- Finance confirmation of payment record: [name/date or pending]
- Qualified review needed for any contractual dispute, remedy, rights or retention term: [ ]

Use the real contract, local policy and qualified counsel or finance review for legal or accounting decisions. This operational worksheet is not a release of claims or a contract amendment.