Assign the person responsible for client arrival, access, and booking activation

Confirm the approved arrival window and room access time

Identify the internal booking owner and primary client contact

Review access, security, equipment, accessibility, participant, and payment instructions

Prepare the correct booking record for check-in

Record when the check-in process begins

Confirm the client name, booking reference, date, and booked period

Verify the assigned room, equipment, crew, services, setup time, and wrap time

Match attendees, talent, guests, representatives, vendors, and external crew with the booking

Confirm attendee roles and decision-making authority

Apply approved access and supervision rules for minors or restricted attendees

Record and approve unexpected participants before entry

Resolve booking mismatches before releasing access

Record the client’s actual arrival time and required participant arrivals

Document early or late arrivals and notify the booking owner

Confirm whether timing changes affect access, booked time, or charges

Complete required visitor, security, or facility sign-in records

Issue and record approved badges, keys, cards, passes, or entry instructions

Explain restricted areas, emergency information, restrooms, and shared facilities

Assign an escort where controlled or guided access is required

Confirm the approved start, finish, setup, and wrap periods

Review the included rooms, equipment, crew, and services

Explain which additions require approval or additional charges

Confirm extension, damage, food, drink, smoking, noise, and conduct rules

Record client acknowledgement where required

Confirm the room passed its pre-session readiness review

Provide access only to spaces included in the booking

Record when the room is handed over to the client or production lead

Check walls, floors, furniture, doors, windows, blinds, and blackout systems

Check installed equipment, room controls, loose equipment, and standard accessories

Record existing marks, spills, damage, missing items, or service restrictions

Confirm the standard room layout and installed equipment positions

Identify restricted controls, stores, systems, and technical areas

Photograph material issues that could create a later dispute

Confirm the opening condition with the client

Attach the condition record to the booking

Verify every assigned equipment item, kit, component, cable, accessory, and case

Record equipment condition, location, restrictions, receiving person, and handover time

Identify studio equipment that requires an approved operator or supervision

Record client-supplied equipment, identifying details, condition, and storage location

Confirm electrical safety, compatibility, connectors, mounts, formats, and room restrictions

Keep client and studio assets clearly separated

Collect required scripts, briefs, files, media, presentations, graphics, and reference materials

Confirm file versions, access, confidentiality, transfer responsibility, and missing materials

Confirm required attendees, studio crew, rooms, equipment, and technical systems are ready

Identify who may approve operational changes during the booking

Record the actual session start time

Update the booking status to checked in or active

Monitor late attendees, deliveries, vendors, and replacement crew

Control access to technical rooms, stores, offices, and other bookings

Track temporary credentials, room changes, equipment movements, and deliveries

Keep client activity within the approved operational areas

Record requested changes to time, rooms, equipment, crew, services, or participants

Identify who requested each change

Check resource, room, equipment, and crew availability

Obtain studio approval before changing the active booking

Record client acceptance of additional costs or changed terms

Update the booking and notify operations, equipment, crew, and finance owners

Keep rejected requests visible in the booking record

Monitor remaining time and confirm extension approval before the booked period ends

Decline extensions when the room, crew, equipment, or next booking cannot support them

Confirm recording, shooting, streaming, playback, review, or other active work has ended

Confirm required files, transfers, saves, and backups are complete

Gather client materials, props, wardrobe, drives, documents, and personal belongings

Collect studio equipment, accessories, kits, and room items

Record outstanding approvals, selections, issues, and follow-up actions

Compare returned equipment with the original handover list

Check every kit component and inspect returned items for damage, loss, or unsafe changes

Record missing or damaged equipment and remove faulty items from availability

Return equipment to storage, charging, inspection, or maintenance and record the return time

Match client equipment, storage media, documents, props, cases, and accessories with the intake record

Return valuable or confidential property only to the authorised recipient

Check rooms, control areas, charging points, storage locations, and shared spaces for forgotten items

Move uncollected property into the approved lost-property process

Inspect walls, floors, furniture, doors, windows, installed systems, and loose equipment

Record new damage, spills, waste, odours, tape residue, missing items, or specialist cleaning needs

Photograph material damage before the client leaves where practical

Record whether the room was returned without issue or requires further review

Identify the affected room, fixture, furniture, equipment, or facility area

Describe the damage, failure, loss, or unsafe condition

Record when the issue was found and who reported it

Attach photographs, notes, equipment logs, and relevant communications

Restrict damaged rooms or equipment until reviewed

Assign responsibility for repair, replacement, insurance, or charge assessment

Keep potential charges pending until authorised review

Record the facts without assigning responsibility before the review is complete

Record the actual session finish time and every room used

Capture actual crew hours, equipment usage, services, consumables, substitutions, and extensions

Record approved additions and confirmed resources that were not used

Confirm all attendees have left the room, client areas, restrooms, and shared spaces

Recover badges, cards, keys, passes, and other temporary credentials

Confirm the client has collected personal property and supplied equipment

Identify the contact for files, invoices, updates, approvals, and follow-up actions

Record the primary client contact’s departure time

Escort the client and secure facility access where required

Record whether the work was completed, partially completed, or requires another session

Confirm rooms, equipment, access items, and client materials were returned

Review missing items, damage, delays, extensions, and unresolved concerns

Confirm approved additional time, resources, and services

Record pending files, approvals, deliverables, decisions, and client comments

Obtain client acknowledgement where required

Mark the client as checked out and record the final session time

Attach room condition and equipment return records

Assign open actions and set the next booking status

Remove temporary booking permissions and access credentials

Notify the turnover team that the client has left and active use has ended

Share room damage, spills, missing items, equipment issues, and access restrictions

Record client property requiring secure storage or follow-up

Confirm the next booking time and available turnover window

Mark the room as awaiting turnover rather than immediately available

Record who accepted responsibility for the room reset

Submit actual room, crew, equipment, service, consumable, and extension usage for billing

Attach client and internal approvals for additional work

Identify who will review and approve final charges