When a balloon delivery arrives at your Dubai workplace, check it against the itemised scope and position already agreed. Record what is present, identify any difference, and refer requested changes to the named event decision-maker. Finish with a clear handover for the display and any agreed clearance or collection.
This is a post-quote delivery record for facilities and event teams. Use the office celebration brief for the earlier choices about wording, position and building arrangements. Here, the task is to carry that agreed version through arrival, setup and handover without losing track of a change.
Put the agreed version in the receiving contact’s hands
Before arrival, give the receiving contact the final item list, marked position, approved wording or artwork and the latest quote or plan reference. Identify the event lead who can decide if something differs from that version. Include the supplier contact and the person taking over after setup.
Keep superseded screenshots out of the receiving pack. If several colleagues helped organise the event, label one version as the working reference. A receiving contact should not have to choose between two different messages while the supplier is waiting.
- Working quote and plan reference: [version actually agreed].
- Delivery receiving contact: [name and contact route].
- Event decision-maker for discrepancies or variations: [name].
- Supplier contact: [agreed contact route].
- Display handover and later clearance contacts: [names].
Check the delivery before asking for a change
With the supplier, compare the visible items and grouping with the agreed list. Check the wording against the approved text and identify the position shown on the working plan. Record a question where something cannot yet be checked; do not replace it with an assumption.
For example, the Corporate Balloon Bouquets & Letter Display lists three helium balloon bouquets with ten balloons in each, a custom foil letter balloon display and balloon weights. If that is the arrangement in your agreed quote, check the grouping as well as the total. This example does not establish the scope of every corporate order.
Distinguish a discrepancy from a new request. “The wording differs from the approved version” and “we now want different wording” are different entries. Describe what you observed before deciding which action to request.
Use a short discrepancy and variation log
Keep one line for each open point. The status labels below are practical tracking notes, not new booking terms or a legal acceptance process.
| Field | What to record |
|---|---|
| Reference and time | Working quote or plan version and when the check was made. |
| Expected | The exact item, wording, grouping or position in that reference. |
| Observed or requested | What is different, unclear or newly requested; keep these descriptions separate. |
| Decision owner | Named event lead and supplier contact handling the point. |
| Agreed next action | The answer actually agreed, including any scope, timing or cost question still open. |
| Status and handover | Observed, decision pending, agreed update or closed; who needs the update next? |
If a photograph helps explain a difference, record the relevant display detail without including guests, personal paperwork or unrelated workplace information. A photograph supports the description; it does not by itself record an agreed resolution.
Three illustrative handover cases
A bouquet count needs checking
The working list says three bouquets, but the receiving contact can identify only two. Record the expected and observed grouping and ask the supplier to clarify it. Refer any unresolved point to the event lead. Do not record a replacement, refund or revised scope as agreed until there is an actual answer. This is a fictional checking example, not a reported Lunar Moments delivery.
The event team requests a different position
The delivered arrangement matches the list, but the organiser now wants it beside a presentation screen instead of the agreed reception position. Record this as a requested variation. Ask the event lead and supplier to confirm whether it can be accommodated and what further position, timing or cost questions need resolving. Update the working plan only when the answer is agreed.
The clearance contact has changed
The person named for the later handover is no longer available. Record the proposed replacement and confirm that person has accepted the role. Share the update through the agreed contact route and check any affected collection or access arrangement. Do not assume the original person’s absence cancels or changes the supplier’s agreed scope.
Close the setup handover with open points visible
At the end of setup, review the agreed item list and position with the person taking over the display. Note any agreed variation and any decision still pending. Record the actual handover time and contact; avoid writing “all sorted” if a colleague still needs to decide something.
Pass on the clearance or collection details already agreed: which items are involved, the date and window, the contact available and the access instructions. If these details were never settled, raise them as an open point. Do not add removal to the scope simply because the event will finish later.
Delivery handover for [event/reference], checked at [time]. Working version: [reference]. Items and position checked: [brief record]. Open discrepancy or requested variation: [description, or none observed in this check]. Decision owner: [name]. Next action actually agreed: [action]. Display handed to: [name]. Later clearance or collection reference and contact: [details].
Discuss your corporate display handover with Lunar Moments when agreeing the arrangement. The quote guidance helps identify the scope to confirm beforehand; use the delivery log to track that scope and later agreed changes.
Delivery handover questions
What is the difference between a discrepancy and a requested variation?
A discrepancy is something observed to differ from the agreed reference. A requested variation is a new change someone wants. Record the expected version and the observation or request separately before agreeing the next action.
Who should decide an unresolved delivery point?
Name the event decision-maker and the supplier contact in the receiving pack. The receiving colleague should record and refer the point, rather than promise a new scope or resolution on another person’s behalf.
What should be passed to the clearance or collection contact?
Pass on the agreed items, date and window, access details, current contact and any open point. Confirm a replacement contact explicitly; do not assume removal or collection is included if it was not agreed.
