What Should Be Included in a Custom Inflatable Installation Handover Pack?

01

Use one controlled pack with ten sections

For most large custom inflatable projects, organise the handover pack around these sections:

1. Document control and project identity — project name, destination, event, pack revision, issue date and document owner.
2. Approved scope and visual reference — the design revision, dimensions or envelope, quantity, intended orientation and what the approval covers.
3. Package and unit register — package count, unit IDs, labels, contents, accessories and receipt checks.
4. Equipment schedule — every air, power and project-specific accessory included in the agreed supply scope.
5. Site interface record — layout, usable space, access, power, fixing or rigging route, public interface and venue constraints.
6. Responsibility matrix — who delivers, receives, unloads, installs, connects, approves, operates, supervises, removes and stores.
7. Setup and removal sequence — a clear order of work with hold points and conditions that require escalation.
8. Inspection and acceptance record — what is checked, by whom, when and how exceptions are recorded.
9. Operating, shutdown and issue information — agreed operating conditions, stop-work triggers, emergency contacts and fault reporting.
10. Reuse and next-site record — condition, cleaning, drying, packing, storage, repairs and the decisions that must be reviewed again.

If an item is not available, label it open, give it an owner and state the date or decision that will close it. A visible open item is safer and more useful than an assumption presented as fact.

02

Start with document control, not a folder of unnamed files

A handover pack should tell the receiver whether it is current. Put a document-control sheet at the front with:

• project and campaign name;
• client, agency and destination;
• event or activation dates;
• required delivery and setup dates;
• pack issue date and revision;
• document owner and contact;
• list of included documents;
• design or artwork revision referenced by the pack;
• superseded documents that should no longer be used;
• open items, owner and required decision date.

Use the same project and unit identifiers on drawings, package labels, checklists and issue reports. Do not rely on filenames such as final, final-2 or latest. A revision should be recognisable without opening several attachments.

The document-control sheet is also the place to state the pack's limits. For example, it may record product and equipment information within the agreed supply scope while making clear that the venue, appointed installer, electrician or rigger retains responsibility for local acceptance and work under their control.

03

Define what has actually been approved

Creative approval, production approval, venue approval and site acceptance are different decisions. The handover pack should identify which decision has been made and which remain with other parties.

Include the approved project reference appropriate to the scope:

• final agreed concept or developed views;
• dimensions or approved physical envelope;
• quantity and unit configuration;
• intended front, side and rear orientation;
• artwork revision and colour references;
• seam or panel information where it is part of the agreed review;
• visible accessories or equipment expected in the installation;
• any approved simplification of the source product, mascot, logo or artwork;
• specific exclusions or unresolved details.

Do not describe a rendering as proof of final site suitability. A rendering may approve appearance from named views while access, fixing, rigging, power, public separation and local operation remain subject to venue and specialist review.

For a product replica, link this section to the existing briefing and project evidence guide. For a letter or logo installation, retain the recognition and approval boundaries established in the custom inflatable logo and letter briefing guide.

04

Build a package and unit register that works at the loading dock

The receiver should be able to match the delivery to the handover pack before installation begins. A package register can include:

Package information may not be final when the project is first quoted. Record when it will be confirmed and who needs it. Do not promise a transport method, unloading resource or customs arrangement unless it is part of the agreed scope.

For multi-unit projects, place the unit ID on the inflatable's storage bag or agreed label, the equipment schedule and the layout. If two pieces look similar, the identifier should still tell the local team where each one belongs.

05

List equipment by function and responsibility

An equipment schedule should not be a loose list of model names. It should connect each item to a unit, function and responsible party.

Useful fields include:

• equipment ID;
• related inflatable or zone;
• equipment type and quantity;
• function in the agreed setup;
• relevant rating or information shown on the supplied item;
• power interface information provided for planning;
• included cables, ducts, adapters, covers or accessories;
• whether the item is supplied, locally sourced or still to be confirmed;
• who installs or connects it;
• who performs the local electrical or technical acceptance;
• pre-use visual-check requirement;
• replacement or issue contact.

Do not turn the schedule into an unverified technical certificate. Use information from the actual agreed equipment and final project documents. Local electrical selection, installation, protection and approval belong to qualified parties operating under the venue and destination requirements.

Official event-safety guidance reinforces this division of work: electrical installations and equipment must be properly selected, installed and maintained, and responsibilities for shared site control should be clearly defined. The handover pack helps teams exchange the relevant information; it does not remove their legal or professional duties.

06

Attach the site interface record that was used for planning

The handover pack should not introduce the venue for the first time. It should carry forward the latest verified site information and show what has changed since design approval.

Include, where relevant:

• approved or current layout with unit IDs;
• usable footprint and clear height;
• audience and crew circulation;
• primary viewing and camera positions;
• doors, corridors, lifts, loading route and turning limits;
• delivery, unloading, setup and removal windows;
• surface or supporting-condition information;
• known fixing, anchoring, ballast or rigging restrictions;
• power locations and venue electrical process;
• indoor or outdoor context;
• weather-monitoring and local operating responsibility for outdoor work;
• public proximity and controlled-area plan;
• nearby scenic, lighting, screens, staging or services;
• venue forms, permits and named reviewers;
• emergency routes or site rules that affect the installation sequence.

Use the site assessment checklist for large inflatable installations to collect early venue inputs. At handover, replace provisional assumptions with the latest confirmed record and retain a visible list of any remaining site decisions.

If the venue changes, the handover pack must be reviewed. Approval for one site does not automatically establish suitability for another layout, surface, power supply, exposure or public arrangement.

07

Make the responsibility split explicit

A responsibility matrix is often the most valuable page in the pack. It prevents a task from disappearing between the client, agency, production partner, carrier, venue and local crew.

At minimum, name the owner and acceptance point for:

• final brand and artwork approval;
• production evidence review;
• export or transport coordination where included;
• customs and local charges where applicable;
• receiving and unloading;
• access equipment and local labour;
• layout confirmation;
• installation supervision;
• electrical connection and approval;
• fixing, anchoring, ballast or rigging design and acceptance;
• controlled areas and public management;
• operation and monitoring;
• shutdown authority;
• overnight supervision if required;
• removal, cleaning, drying and repacking;
• storage and next-site condition review;
• incident, damage and repair decisions.

Use accountable names or roles, not “the team.” If responsibility is shared, state how the decision is coordinated and who has final authority for the activity.

InflatPro's Marketing Agencies project page provides a useful starting structure for separating client approval, agency coordination, agreed production evidence and venue or local technical acceptance.

08

Write the setup sequence for the actual project

A useful setup sequence describes order, interfaces and hold points. It should be understandable to the appointed onsite team without assuming that a generic product photo explains the work.

The sequence may cover:

1. delivery receipt and package count;
2. condition check before unpacking;
3. confirmation that the setup area and access route are available;
4. identification of every unit and accessory;
5. layout and orientation check against the current plan;
6. local review of power, fixing, rigging or supporting conditions;
7. placement of project-specific equipment and protective measures;
8. controlled inflation or assembly sequence defined for the project;
9. checks during inflation or positioning;
10. final visual, equipment and site-interface review;
11. acceptance record before public operation;
12. removal, deflation, condition check and repacking sequence.

Insert hold points where the crew must stop and obtain a decision. Examples include a layout that does not match the approved plan, damaged packaging, missing equipment, a different power source, changed weather exposure, unavailable rigging information, public access to an uncontrolled area or a unit that does not behave as expected.

The sequence should identify who can authorise continuation. “Ask someone” is not an escalation route.

09

Separate receipt, installation and operating checks

One generic checklist can hide important differences. Use distinct records:

Receipt check

• expected package count received;
• labels match the register;
• visible transport damage recorded;
• missing or wet packages isolated and reported;
• delivery time and receiving contact recorded.

Pre-installation check

• correct pack revision available;
• actual site matches the reviewed layout or differences are approved;
• responsible venue and local specialists are present where required;
• equipment and accessories match the schedule;
• units and equipment show no unresolved damage;
• work area, access and public controls are ready;
• local power and installation decisions are accepted by the responsible parties.

Post-installation acceptance

• units are identified and positioned as agreed;
• intended orientation and key visual relationships are correct;
• agreed equipment and interfaces are in place;
• visible exceptions are recorded;
• responsible venue or local party has completed its acceptance route;
• operating, monitoring and shutdown roles have been handed over;
• approval time, reviewer and scope are recorded.

Post-use condition record

• unit condition after removal;
• contamination, moisture, abrasion or damage noted;
• accessories and equipment counted;
• cleaning, drying or repair action assigned;
• repacking completed against the register;
• storage and next review owner named.

Inspection frequency and evidence should follow the risks, equipment and local requirements. Do not invent a universal interval. Official guidance for work equipment, for example, links inspection needs to risk, installation, reinstallation and deterioration, and expects the result to remain available where inspection is required.

10

Include a clear issue and change-control route

The handover pack should say what happens when the site does not match the plan.

For each issue, record:

• project and unit ID;
• date, time and location;
• person reporting;
• photographs or video where appropriate;
• observed condition, without guessing at the cause;
• whether work or operation was paused;
• immediate containment action;
• responsible reviewer;
• decision and approval boundary;
• revised document or instruction, if any;
• closure evidence.

Do not resolve a site change through an unrecorded message chain. If the approved layout, equipment, artwork, unit condition or operating context changes, identify which earlier decision is affected. Issue a controlled update and remove superseded instructions from circulation.

Use the issue record to establish facts and responsibilities rather than to assign blame. Legal or contractual consequences depend on the circumstances; the record is not a waiver or a determination of fault.

11

Plan repeat use as a new site review, not a copy-and-paste setup

For touring, multi-city or repeat-use activations, the handover pack should travel with the unit while the site section is refreshed for each destination.

Keep stable information separate from site-specific information:

Before dispatch to the next site, confirm the previous post-use condition record is closed. A unit should not be presented as ready simply because it was repacked. Name who confirms cleaning, drying, repairs, accessory count and release for the next project review.

For a campaign using product replicas across several destinations, connect this record with the planned product replica project evidence pack. Do not assume that a visual approval or previous site acceptance transfers automatically.

12

A practical handover-pack index

An agency can use the following index as a project worksheet:

The status column should not be completed by assumption. A pack with three honest open items is more useful than a fully checked sheet that has not been reviewed by the responsible parties.

13

Common handover failures to catch before dispatch

Pause and correct the pack if:

• the latest design revision is not identifiable;
• package labels do not match the register;
• similar units have no individual IDs;
• equipment is listed without showing which unit it supports;
• packed dimensions, weights or package count are needed for access but remain ownerless;
• the setup instruction uses an obsolete layout;
• the venue approved the visual concept but no one owns local technical acceptance;
• “installation included” does not identify crew, access equipment, hours or task boundaries;
• the plan assumes power, fixing or rigging arrangements that the site has not confirmed;
• a generic checklist replaces project-specific hold points;
• no person has authority to stop operation;
• exceptions are being approved in private messages with no controlled record;
• post-use cleaning, drying, repair and storage responsibilities are absent;
• the next venue is treated as identical to the previous one.

These are not reasons to abandon the project. They are signals that the handover is not yet operationally complete.

14

Sources and scope

This is an agency planning checklist, not an engineering design, installation instruction or local compliance approval. The following official sources support the limited principles identified below; they do not certify an InflatPro installation. The appointed venue and local specialists determine which requirements apply to the actual project. Sources reviewed on 16 October 2026.

The UK Health and Safety Executive explains that shared venue and site responsibilities should be defined and assigned, with safety information exchanged. This supports a named responsibility record; it does not prescribe this particular ten-section pack.

HSE guidance on electrical safety at events addresses appropriate selection, installation and maintenance. Use project-specific equipment information and a competent local electrical reviewer rather than treating a matching plug as acceptance.

HSE guidance on inspection of work equipment relates inspection to risk, installation and deterioration. Do not invent a universal inspection interval from this checklist.

For relevant US workplace electrical equipment, OSHA 29 CFR 1910.334 includes inspection and use requirements. Applicability depends on the work and equipment; this article does not present one rule as governing every event or venue.

15

Request a project review

InflatPro supports agencies and brand teams developing premium custom inflatable project installations, including product replicas, characters and mascots, letters and logos, branded environments, sculptures, stage features and commercial seasonal displays.

To review the handover needs early, send:

• the intended project use and audience moment;
• product, character, logo or artwork reference;
• approximate width, height and depth or venue envelope;
• quantity and whether units will travel between sites;
• destination, event date and required arrival date;
• venue plan, photographs, access and setup window if available;
• preferred freestanding, suspended or still-to-be-decided format;
• current expectations for transport, receiving, installation and operation;
• named client, agency, venue and local technical contacts;
• any required handover documents already identified by the venue or procurement team.

Request a Project Review. Unknowns can remain open when they have an owner and a clear next review point.