Resources
Handoff Template
A clean handoff template for South African promo jobs, written for teams passing stock, signage, and event kits between people.
How Handoff Template helps on a handover week
The Handoff Template helps when promo stock, signage and event kits move from one person to the next. Use it to record counts, condition and job notes so nothing important gets lost between office, printer and venue.
Use the Handoff Template when promo cartons, pull-up banners, table covers and staff badges change hands before an activation. Start the sheet with the job name, venue, handover date and the person receiving the kit. For South African event work, that record matters when stock moves between office, printer, courier depot and venue storeroom.
Take photos before the kit leaves the office or storage cage. Add one image of packed cartons, one of loose stock, and one of printed pieces so the next person can match counts against what was handed over. Those pictures help when badges, table talkers or spare lanyards go missing between printer, courier and venue.
Counts, condition and custody
A good handoff file shows who packed each item, how many units went out, and what must return after the event. Include print details where it helps, such as campaign name on lanyards or size on crew tees. That gives buyers and coordinators a cleaner trail when stock is checked back in.
Use the Handoff Template alongside delivery times, venue access notes and a short list of setup problems from the previous shift.
- Handover sheet for moving stock
- Photo record before dispatch
Checks for SA event logistics
Build the template around the route your stock actually takes. A handover from Johannesburg office to printer in Midrand needs different notes from a Durban dispatch going straight to a beachfront venue. Include driver details, collection windows, parking limits and security desk requirements where those affect access.
Weather and storage conditions should be written down, not guessed later. Cape Town wind can damage lightweight signage, Durban moisture can affect cartons and paper inserts, and Gauteng dust shows quickly on black table cloths and acrylic stands. Load-shedding can also change check-in timing for battery lights, tablets and charging cables.
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What to capture on handover
Send the handoff template with pack photos, delivery timing, and anything the last team missed at setup. Keep the subject line clear and factual.
Record shortages, damage, missing hardware and any substitutions on the same day. Note simple things such as two cable ties used, one base plate missing, or badges reprinted at venue. Those small entries help when someone asks why the returned kit no longer matches the original pack count.