Checklist · free
Post-event reconciliation checklist
Thirty checks to close a conclave cleanly: attendance against registrations, hospitality against invoices, content and photo release, data exports and deletion dates. Do them in the first ten days while everyone still remembers what happened.
No sign-up needed.
Who it is for
- Corporate event managers closing a residential conclave
- Agencies who invoice the client against actual numbers
- Finance partners who reconcile hospitality charges
How to use it
- Block two hours on day one after the event and one hour on days three and ten.
- Export attendance and hospitality data before anyone edits the sheets again.
- Mark each line Done with the date and the person.
- Send a one-page closing note to the client when the last line is ticked.
The contents
Attendance and participation
- Export final check-in list by session
- Compare registrations, confirmations and arrivals
- Record no-shows with reasons where known
- Export poll, quiz and feedback results
- Confirm award winners and the winners list sent out
Hospitality and travel
- Export the final room list and compare with hotel invoice
- Check extra nights and early check-ins against approvals
- Reconcile airport and local transfers against vendor billing
- List unused rooms and cancellations
- Collect any guest complaints and how they were resolved
Money
- Match vendor invoices to purchase orders
- Record payments and balance due dates
- Report variance against budget by line
- Flag items to recover from sponsors or partners
- Close out petty cash and on-site purchases
Content and media
- Download approved photos and videos
- Remove any photo flagged by a guest
- Back up the final deck versions
- Publish a thank-you note with a gallery link
- Collect speaker content that may be shared
Data and privacy
- Export attendee data needed for follow-up
- List who has received exports
- Delete or anonymise data past its retention date
- Archive the app configuration for reuse
- Request vendor confirmation of deletion
- Record any incidents or complaints
Learning
- Hold a 30-minute retrospective with the team
- Write three things to keep and three to change
- Update the checklist and master template
- Share the outcome report with stakeholders
Where it has been used
Follows how a three-day leadership conclave was closed, with attendance, hospitality records and a final report reconciled against the original plan.
Questions people ask
When should reconciliation start?
On the final evening. Export attendance and hospitality records before departure day changes them, then compare against invoices when they arrive. Waiting a week makes small gaps hard to explain.
What if invoices differ from the hospitality sheet?
Treat the sheet as the record of what was requested and the invoice as what was charged. Mark each difference with a reason and an approver, and settle them in one thread.
How long should event data be kept?
Only as long as you stated in the privacy notice. Set deletion dates before the event, record them here, and ask the vendor for a written confirmation when done.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.