# What to do after the event: reconciliation, exports and archive

A seven-day after-event routine: reconcile arrivals and scans, close hospitality gaps, export records, send thanks, archive and delete on schedule.

SSociana team·19 Oct 2026·6 min read

**After the event, run a seven-day routine: reconcile arrivals, scans and hospitality against the plan, close open requests, export the records you need, send thanks and a short report, then archive the occasion and delete what the retention plan says to delete.**

## Why the week after matters

The event ends when the last coach leaves, but the work does not. Invoices depend on counts. Hotels want a final list. The sponsor wants numbers. A guest who left a bag in a room is waiting for a reply. If you leave all of this for a month, you will rebuild it from memory and WhatsApp scrollback.

A conclave is the clearest example. At the GCOO Conclave 2026 in Jaipur, delegates split across hotels relied on My Stay and View My Journey cards, with PNR and arrival reconciliation running behind the scenes. After an event like that, the reconciliation does not stop at the airport: it continues until each arrangement is closed and recorded.

## Day 0: before the last guest leaves

Do three things on the final day.

1. **Freeze scans.** Close the attendance activities so that nothing is added by accident. If you need a late scan, record it with a note.
2. **Capture the last-minute changes.** A room swap, a missed flight, an early departure: note each, with the name and time.
3. **Photograph the logistics.** A snapshot of the dashboard, the leaderboard and the final counts, with the time, is a useful record.

Do not try to finish the reconciliation on the night. Everyone is tired, and mistakes cost more than delay.

## Day 1: reconcile attendance

Pull the attendance export and compare it to the registration list. You will find four groups: people who registered and were scanned, people who registered and were not scanned, people who were scanned but were not on the list, and duplicates. Handle each:

| Group                   | Action                                                                               |
| ----------------------- | ------------------------------------------------------------------------------------ |
| Registered and scanned  | Confirm, nothing to do                                                               |
| Registered, not scanned | Check whether they attended without scanning; mark with a note, or record as no-show |
| Scanned, not on list    | Add to the list as late registrations, or flag as error                              |
| Duplicates              | Check the repeat-scan limit and review                                               |

Use unique accepted attendance for headline numbers: the count of distinct people whose check-in passed every rule, excluding rejected attempts, repeat scans and ineligible scans. Keep the attempts log too, so you can explain a difference between scans and people.

## Day 2: reconcile hospitality

Export the hospitality data: which fields are pending, provided or verified per delegate. Compare against what you told the hotel and the transport vendor. Look for the gaps: a guest who was due a cab and has no pickup record, a room that was changed but not updated, a document that was never verified.

Close each gap with a message to the guest, the hotel or the vendor. Keep a column with the date and the person who closed it. For arrivals, the PNR reconciliation record tells you who was due when; use it to check actual arrival against expected.

## Day 3: close open requests and lost property

Review the help desk and support requests. Any request still open should be closed, handed over or answered. Collect lost-property reports and arrange returns. A reply on day three is a gift; a reply on day thirty is an apology.

## Day 4: export and store the records

Export the records you will need: attendance, hospitality, polls, quiz results, feedback, leaderboard, tickets and invoices if used. Save them in a folder named by occasion and date, with a short readme listing what each file is and who owns it. Restrict access to those who need it.

If your team reports through a spreadsheet, send the final data set to the sheet, and lock it. Mark which numbers are final and which are provisional.

## Day 5: thank people and ask for feedback

Send a message to all participants: thanks, a link to the gallery if you have one, and a short feedback request if you did not already collect one in the app. Thank speakers, sponsors, the venue and the vendors personally. A message that arrives the same week is remembered.

## Day 6: write the report

Write the one-page outcome report, with numbers that include denominators and dates: activation, attendance, participation, feedback and cost per attendee. Note what worked and what to change. File it with the exports.

## Day 7: archive and delete

Decide what is archived and what is deleted. Archive the records you need to keep for audit, finance or legal reasons; delete the rest according to the retention plan. India’s Digital Personal Data Protection Act received assent on 11 August 2023 and commences in phases through 13 May 2027 ([Wikipedia summary of the Act, 2025](https://en.wikipedia.org/wiki/Digital%5FPersonal%5FData%5FProtection%5FAct,%5F2023)); ask your counsel how long you may keep travel and ID documents, and delete them on the agreed date. Confirm deletion in writing.

Close the occasion in the admin panel according to your plan. Decide how long the gallery and the app remain available to guests, and say so in your thank-you message.

## Mistakes to avoid

**Counting scans as people.** Use unique accepted attendance.

**Keeping ID documents because it is easier.** Delete them on schedule.

**Waiting for the invoice.** Reconcile counts first, so you can challenge a bill.

**Skipping the debrief.** Hold a short meeting within a week and write three changes for next time.

## A simple archive structure

Create one folder per occasion, named with the client, the occasion and the year. Inside it keep five subfolders: attendance, hospitality, communications, finance and report. Add a short readme at the top that lists each file, the date it was exported, the filter used and the person who owns it. Set access so that hospitality files, which hold travel and ID details, are visible only to the hospitality lead and one senior owner. Record the planned deletion date in the readme beside each sensitive file, and put a calendar reminder for that date. When the reminder fires, delete the files, note the date, and tell your counsel or compliance contact that you have done so.

## How Sociana handles this

[Reports and exports](https://sociana.in/features/reports-and-exports/) provide attendance exports with scanner and time, hospitality exports showing pending, provided and verified fields per delegate, and activity logs. [Hospitality requests and My Stay](https://sociana.in/features/hospitality-requests-and-my-stay/) hold the per-delegate arrangements that you reconcile. [QR attendance and activities](https://sociana.in/features/qr-attendance-and-activities/) keeps attempts separate from accepted attendance. In-app mobile dashboards show live counts, and webhooks, Sheets and Airtable send data sets to a sheet you own.

GCOO Conclave 2026, 9 to 11 October 2026 in Jaipur, centred on each delegate’s My Stay and View My Journey cards, with PNR and arrival reconciliation behind the scenes, a help desk and a networking card. Its recorded lesson: arrival-day questions drop when every delegate sees their own journey before travelling. Read the [GCOO Conclave 2026 case study](https://sociana.in/case-studies/gcoo-conclave-2026/). See also [how we reconcile PNRs in 72 hours](https://sociana.in/blog/how-we-reconcile-pnrs-in-72-hours/).

## Frequently asked questions

### How soon should we reconcile?

Start the day after the event, while memories are fresh, and finish within a week.

### What counts as attendance?

Use unique accepted attendance per activity. State the definition and the activity in your report.

### How long should we keep documents?

Only as long as the purpose requires. Agree retention before the event and ask your counsel. Shorter is safer for ID and travel documents.

### Can we reopen the app after closing?

Plan the closing date in advance. Tell guests how long the gallery and records remain available.

## Related reading

Glossary: [PNR reconciliation](https://sociana.in/glossary/pnr-reconciliation/), [hospitality completeness](https://sociana.in/glossary/hospitality-completeness/), [unique accepted attendance](https://sociana.in/glossary/unique-accepted-attendance/), [rooming list](https://sociana.in/glossary/rooming-list/). Occasion hubs: [executive conclaves](https://sociana.in/event-types/executive-conclaves/), [corporate annual meets](https://sociana.in/event-types/corporate-annual-meets/) and incentive travel. Use [templates and checklists](https://sociana.in/templates/) for a seven-day close-out checklist.

[Reports & exportsThe screens your guests and your desk use for this.See how it works](https://sociana.in/features/reports-and-exports/)

## Keep reading

[Reports & exports](https://sociana.in/features/reports-and-exports/)[Hospitality requests & My Stay](https://sociana.in/features/hospitality-requests-and-my-stay/)[QR attendance & activities](https://sociana.in/features/qr-attendance-and-activities/)[Executive conclaves & destination MICE](https://sociana.in/event-types/executive-conclaves/)[Corporate annual & strategy meets](https://sociana.in/event-types/corporate-annual-meets/)[Post-event reconciliation checklist (free)](https://sociana.in/templates/post-event-reconciliation-checklist/)[Export your leads after the show](https://sociana.in/help/exhibitors/export-your-leads-after-the-show/)

[Back to Guides](https://sociana.in/guides/)

## Want us to run this for you?

Our team sets it up for your event, checks it with your desk and runs it with you on the day.

[Book a demo](https://sociana.in/contact/)[Talk on WhatsApp (opens WhatsApp in a new tab)](https://wa.me/919145897433?text=Hi%20Sociana%2C%20I'm%20looking%20at%20What%20to%20do%20after%20the%20event%3A%20reconciliation%2C%20exports%20and%20archive%20%28%2Fguides%2Fpost-event-reconciliation-and-archive%2F%29%20and%20would%20like%20to%20know%20more. "WhatsApp · replies Mon–Sat, 10:00–19:00 IST")

---
Canonical: https://sociana.in/guides/post-event-reconciliation-and-archive/
Publisher: Sociana by Alien Brains Private Limited (https://sociana.in/)