Service Scope
01Accepting the deliverables
An event is not just those few hours on site. A batch of outputs has to be handed over afterwards.
| Deliverable | What to check |
|---|---|
| Photos | Count, resolution, coverage of key moments and guests, whether retouched |
| Video | Final cut length, format, subtitles, whether raw footage is delivered |
| Media results | Publication links, screenshots of readership figures, KOL content links |
| Check-in data | Actual attendance, name list, contact details (subject to privacy requirements) |
| Materials | List of leftover materials, reusable items, documents to be retained |
| Settlement documents | Invoices, reconciliation statement, explanation of add-ons |
02On-site acceptance: check by area
- Check-in areaBackdrop, registration desk and materials complete; flow unobstructed
- Main hallStage dimensions, backdrop, lighting, sound and screen completed to drawing
- Display areaProduct display, lighting, information cards in place
- Meeting areaFurniture count, layout, privacy
- Refreshment areaBuffet tables, replenishment, waste collection
- SignageSign positions and whether directions are correct
03Five acceptance points
| Point | Why it matters |
|---|---|
| Compare with the renderings | Where the site differs materially from the visual, raise it on the spot — apportioning blame afterwards is very hard |
| Confirm material and finish | A quote saying "baked enamel" delivered as "laminate paper" is a failure to deliver as agreed |
| Count the equipment | Check item by item against the list, especially mics, lights and screens priced per unit |
| Safety hazards | Exposed cabling, loose structures, blocked routes — must be rectified on the spot |
| Photo evidence | Photograph each area once accepted, as the basis for close-out |
04Four questions the close-out debrief must answer
- Were the objectives met?Go back to the original brief — exposure, lead generation, launch, dealer recruitment — and answer with data
- Where did we overspend?List every add-on and analyse whether it was a scope change or an underestimate at the start
- What went wrong?Log every on-site anomaly, resolved or not
- What changes next time?Each issue maps to one improvement, written into the next checklist
The value of a debrief
The output of a debrief is not a report — it is the checklist for the next event. A debrief that never becomes a checklist may as well not have happened.
CaseRelated projects
Guangzhou Asian Games Town Gymnasium · multiple stars and dance troupes on one stage