Close out the event — Campus Build Guide

Step by step

Do this first.

Close out

Swipe

Reconcile the final counts

Final registration, check-in, meal, team, submission, and demo counts.

Upload the event evidence

Opening, meal-service, demo, and closeout evidence with the event code.

Complete the project record

Full project list with links, eligibility decisions, scores, results, and talent referrals.

Confirm partner and prize delivery

Partner deliverables and prize fulfilment confirmation.

Report every anomaly

Any incident, data, integrity, or vendor anomaly, even if resolved.

Finish the financial record

Three quotes, itemized receipts, payment proof, supplier contact, claim, and a short note on what worked.

Integrity, enforcement, and appeals

Next chapter

Read the full chapter

The event is not finished when demos end. Complete the dashboard closeout within 24 hours so b54 can review several events in parallel without chasing missing information.

Required closeout

• Final registration, check-in, meal redemption, team, submission, and demo counts. • Opening, meal-service, demo, and closeout evidence with the event code visible where required. • Complete project list, repository and demo links, eligibility decisions, scores, results, and talent referrals. • Approved partner deliverables and asset-use closeout; direct prize fulfilment confirmation and transaction reference where a prize was awarded. • Incident, safety, data, integrity, vendor, or participant anomalies—even if resolved locally. • Three vendor quotes, itemized invoices or receipts, payment proof where applicable, supplier contact, and reimbursement claim. • Short outcomes note: what worked, what failed, participant feedback, and recommended changes.

b54 reviews discrepancies and may sample participants or contact the vendor. The event is marked complete only after material gaps are resolved, results are accepted, and any approved payment is recorded. A Campus Rep may not open another event at b54’s discretion while a prior closeout is materially overdue.

Quality scorecard

We track verified attendance, eligible submission rate, project quality, top-project and talent referrals, participant feedback, safety and integrity record, evidence completeness, closeout speed, and reimbursable cost per verified participant. Future limits and approval speed depend on this record.