Agree who closes the venue after an event

The organiser sends the checklist directly to the person who accepted closing responsibility, either during the handover meeting or immediately after someone volunteers. This keeps the checklist with the person who needs it and avoids confusion about which version is current. If the checklist changes, the organiser sends an updated version and asks for confirmation that the volunteer has seen the changes before the event.

The volunteer tells the organiser as soon as they know they cannot stay. The organiser asks the remaining attendees if someone else can take over, explains what is involved, and does a handover with the new person. If no one can stay, the organiser closes the venue themselves or postpones any non-urgent checklist items until the next day. The important thing is that someone confirms they are responsible before the original volunteer leaves.

The volunteer lists what they completed from the checklist without mentioning specific codes or key locations. They might say which doors were locked, that the alarm was set, and where keys were returned, but avoid writing down the actual alarm code or describing exactly where the hidden key safe is located. If the organiser needs more detail, they can ask a specific question privately rather than requesting sensitive information in a group conversation.

The checklist should cover every task needed to secure the building: which lights to turn off, windows to close, doors to lock, heating or equipment to switch off, bins to put out, and where to return keys. The organiser includes rough timings if certain tasks must happen in order, and notes anything unusual like a temperamental lock or a fire exit that needs checking twice. The checklist should be complete enough that someone unfamiliar with the building can follow it without guessing.

The organiser meets the volunteer while attendees are still present, hands over keys, walks through the entire checklist together, and answers questions about anything unclear. The organiser explains what to do if something goes wrong, such as a door that will not lock or an alarm that will not set. The volunteer confirms they understand everything and knows who to contact if they encounter a problem. The handover happens face-to-face so the volunteer can ask about anything uncertain before the organiser leaves.

The volunteer tries reasonable solutions, such as checking if something is blocking the window or if a different latch works. If the problem cannot be fixed quickly, the volunteer messages the organiser to explain what is wrong and asks whether to proceed with closing anyway or wait for help. The organiser decides whether the issue is urgent enough to return, whether someone else should be called, or whether it can wait until morning. The volunteer does not leave the building unsecured without confirmation from the organiser.

The person tells the organiser they can stay but have not closed the venue before. The organiser decides whether to pair them with someone experienced for this event, spend extra time during the handover explaining everything, or simplify the checklist for a first-timer. Many organisers appreciate a new volunteer and will make sure the handover is thorough. The volunteer should ask about anything unclear during the handover rather than guessing later when they are alone in the building.

The volunteer sends a message when closing is finished, confirming each major task from the checklist: doors locked, alarm set, keys returned. The organiser can ask a follow-up question if anything is unclear, such as whether a specific door was definitely locked or whether the back gate was closed. If the organiser does not receive a completion message within a reasonable time after the event ended, they contact the volunteer to check everything is finished. Some organisers drive past later to visually confirm the building is dark and locked.