Event venue handback checklist and condition record

Agree the condition baseline before the final walk

Download the editable venue handback record (Markdown, English)

Retrieve the arrival-condition record, approved site plan, venue reset instructions and handback deadline. Name the event and venue representatives who can record findings. Confirm which areas and borrowed items are in scope; a blank “looks fine” signoff is hard to reconcile with later damage questions.[1][3]

Inspect each area against the baseline

Walk public rooms, backstage, entrances, loading, storage and external areas actually used. Check that temporary signs, hired items and waste are removed; note furniture reset, floor and wall condition, utilities in the venue’s requested state and any hazards. Log lost property under the venue’s process. Take condition photos only where allowed and label the area and time.[1][2]

Give every unresolved item an owner and route

Record a remaining pickup, cleaning task, damage, disputed observation or inaccessible area separately. State what was observed, evidence reference, interim containment, responsible party and agreed next contact or deadline. Do not sign a clean handback when an item remains open; distinguish “accepted with exceptions” from “complete.”[1][2]

Close access and document acceptance

Return keys, badges and temporary access according to the venue’s method, confirm the final crew departure and ask the venue representative to record the actual inspection outcome and time. Share the exception list with the agreed contacts. The worksheet documents facts and acceptance state; it does not override the hire contract, settle liability or guarantee return of a deposit.[1][3]