Load-out, equipment recovery and return log
Compare expected and recovered assets by owner and distinguish work-area release, carriage and venue return.
Separate records of quantities, condition, work release, transport receipt and venue return
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 31 Oct 2026
- Use this for
- Prepare with load-out plans and update through recovery, packing, collection and return.
When to use it
Prepare with load-out plans and update through recovery, packing, collection and return.
Audience clearance, area separation and specialist power or structural checks must precede the relevant work. Listing an item does not prove carrier collection.
Start with the guide: Before load-out, check work areas and audience routesFill in the template step by step
When to use it
Prepare from supplier load-out lists and update each item at recovery and handover.
What to have ready
- Pre-event asset and rental receipt lists, owners and destinations
- Venue area release, permitted hours and specialist work plans
- Packing, collection and carrier receipts and before/after photographs
Verify audience-route separation and work release with the venue authority.
Assign asset IDs and enter expected and recovered quantities separately.
Record loss, damage, packing and actual collection with evidence IDs.
Track venue return separately and hand remaining searches, repairs and uncollected items to named owners with deadlines.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Asset ID, owner and destination | Item and unit | Expected recovery quantity | Actual recovered quantity | Condition, difference and evidence | Packing, actual collection and receipt | Area release and specialist work evidence | Owner, deadline and return/open-item handover |
|---|---|---|---|---|---|---|---|
| EQ-01 / Supplier R01 / warehouse W1 | Wireless microphone / unit | 4 | 3 | One missing / INV1 compared with items at 21:10 | Three packed in PK1; not handed to carrier | V01 released Z1 at 20:50 / E01 work plan checked | R01 searches by 21:30 / do not mark full recovery complete |
| EQ-02 / Organiser / store S1 | Sign stand / unit | 6 | 6 | Six present; one surface damaged / photo P2 | Organiser P03 received six at 21:25 RC2 | Lobby Z2 separated from audience path at 21:00; V01 release Z2 | P03 reviews damage by 11-21 12:00; asset receipt is separate from venue return |
| EQ-03 / Supplier R02 / warehouse W2 | Video monitor / unit | 2 | 2 | Two visually checked / R02 to verify functional test scope | Packed PK3; carrier received two at 21:40 RC3 | E02 power isolation confirmed EL3 21:20 / venue sequence followed | Collection confirmed / V01 floor inspection 22:00 pending; restoration not yet accepted |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Asset ID, owner and destination | Item and unit | Expected recovery quantity | Actual recovered quantity | Condition, difference and evidence | Packing, actual collection and receipt | Area release and specialist work evidence | Owner, deadline and return/open-item handover |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- Coex · Plaza and lobby procedures and safety guidance
The log applies principles of separating audience and work areas and distinguishing asset recovery, carrier receipt and venue return.
- AW 2026 · Exhibitor Manual, pp. 9 and 24 (Korean)
The log applies principles of separating audience and work areas and distinguishing asset recovery, carrier receipt and venue return.