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Event Close-Out Report — TEMPLATE

Publish to the Guild's internal events folder within 14 calendar days of T+0. The Event Director is the author and primary signatory. The Director countersigns. The Finance Lead reconciles within 30 days of T+0. Treasurer flags any close-out that misses the 30-day window in the next Board report.

Covers all sections listed in ../../programs/events/README.md §7. Do not omit sections; write "None" where a section has no content.

Event Identity

Field Value
Event name TODO
Date(s) TODO (YYYY-MM-DD or range)
Location / platform TODO
Report author (Event Director) TODO
Report date TODO (date published to internal events folder)
Linked event brief TODO (relative path or folder link)

1. Attendance

Pull final figures from the registration platform and, for in-person events, the volunteer check-in roster. Attendance = present for at least one session. No-show = registered but absent.

Metric Count
Registered TODO
Attended TODO
No-show TODO
Attendance rate (attended / registered) TODO%

Tier mix (attended)

Tier Registered Attended Attendance rate
Certified Member TODO TODO TODO%
Student / Candidate TODO TODO TODO%
Friend of the Guild TODO TODO TODO%
Non-member / Public TODO TODO TODO%
Comp / Speaker / Staff TODO TODO TODO%
Total TODO TODO TODO%

Anomalies (walk-ins, platform login issues): TODO (or "None")

2. Financials

Finance Lead populates actuals from invoices, receipts, and the event P&L. Variance >5% of the approved line requires a written explanation in the Notes column.

Line item Approved ($) Actual ($) Variance ($) Notes
Venue / facility TODO TODO TODO TODO
AV and production TODO TODO TODO TODO
Food and beverage TODO TODO TODO TODO
Speaker honoraria TODO TODO TODO TODO
Marketing and design TODO TODO TODO TODO
Volunteer recognition TODO TODO TODO TODO
Contingency used TODO TODO TODO TODO
Total expenses TODO TODO TODO
Source Projected ($) Actual ($) Variance ($) Notes
Registration — all tiers TODO TODO TODO TODO
Sponsorship — all tiers TODO TODO TODO TODO
Other TODO TODO TODO TODO
Total revenue TODO TODO TODO
Net TODO TODO

Outstanding sponsor invoices:

Sponsor Amount due ($) Due date Status
TODO TODO TODO TODO

3. CE

CE / Education Lead provides session-level data. All five requirements in ../../programs/events/README.md §5 must be met for a session to award CE. Awarding logic per §5.1: attendance_minutes >= 0.80 * session_minutes AND attestation_submitted = TRUE AND CE_lead_approval = TRUE => hours awarded = ceil(attendance_minutes / 60) up to session_max_hours.

Session title CE category Max hours Attendees eligible Hours awarded CE-awarding?
TODO TODO TODO TODO TODO Yes / No
Metric Value
Total CE-awarding sessions TODO
Total hours possible TODO
Total hours awarded TODO
Awarding rate (hours awarded / hours possible) TODO
Hours posted to member profiles TODO (confirm: within 14 days of session end)

Non-CE-awarding sessions and reason: TODO (or "None")

4. Sponsor Scorecard

Sponsor Lead completes within 14 days of T+0 per ../../programs/events/README.md §4.2. List every contracted deliverable. "Partial" or "Missed" require a service-recovery note.

Sponsor Tier Deliverable Status Service-recovery action
TODO TODO TODO Delivered / Partial / Missed TODO

Renewal conversations (within 45 days of T+0):

Sponsor Renewal meeting date Owner
TODO TODO Sponsor Lead

5. Volunteers

Volunteer Coordinator compiles hours from the day-of roster. Recognition is issued within 7 days of T+0.

Metric Value
Total volunteers TODO
Total volunteer hours contributed TODO
Recognition issued TODO (e.g., "Digital badge issued; thank-you email sent YYYY-MM-DD")

Incidents or notable feedback: TODO (or "None")

6. Code-of-Conduct

Safety / CoC Officer provides the data. Record facts only: count, channel, and current status. Conduct standards, sanction tiers, and escalation procedures are defined by the Ethics Committee via counsel-drafted policy — do not reproduce or interpret them here.

Metric Value
Total concerns received TODO (or "0")
Channel(s) TODO (e.g., in-person report to Safety Officer — or "N/A")
Concern # Brief description (no names) Status
TODO TODO Resolved on-site / Referred to standing process / Pending

7. Lessons Learned

Producer / RoS Owner authors this section in the three-up format. Be specific.

What worked - TODO - TODO

What didn't - TODO - TODO

What to change for next time - TODO - TODO

8. Asset Handoff

AV / Tech Lead and Producer jointly complete this section. All recordings and photos must be in the Guild's designated media folder before the Director countersigns.

Asset type Location (path or URL) Access controls Embargo date
Session recordings TODO TODO TODO (or "None")
Photo gallery TODO TODO TODO
Speaker slide decks TODO TODO TODO
Attendance logs / sign-in sheets TODO Restricted — Event Director and CE Lead only N/A
Sponsor recap deck TODO TODO TODO

Sign-Off

Role Name Signature / Date
Event Director TODO TODO
Director TODO TODO
Finance Lead (financial reconciliation) TODO TODO (within 30 days of T+0)

Distribution

  • Internal events folder — primary archive; all Guild staff with events access.
  • Treasurer — financial section (§2) for formal close in the books.
  • Communications Committee — summary for public-facing report if applicable; does not receive §6 or full §2 detail.

Cross-References