Professional Documents
Culture Documents
Corporate Event
Planner
Contracting and
Negotiations
Contracting and
Negotiations
Consider clients needs, goals,
objectives
What do they require?
What is the budget?
How can you meet needs with the
right services?
Development Phase
Client Meetings
Vendor meetings and proposals
Consider event elements
Perform a site review
Site selection
Supplier/Vendor Meetings
Can occur during the bid process
Necessary so all parties understand
scope, limitations, restrictions
Can scheduled as needed to
facilitate ongoing planning and
compliance
Vendor proposals
Response to RFP
Services provided
Cost
Restrictions
Weigh benefits
Recommendations and references
Event Elements
Technical production
Food and beverage
Ancillary programs
Entertainment
Risk management
Dcor
Site Review
Site Plan
Site Selection
Negotiation
Contracting
Communication
Time lines
Deadlines
Production schedules
10
Pre-Production Phase
Re-assess vendor/suppliers
Funds available
Human resources internal, external
Steps
Gather information
Create bids and overviews
Submit and review RFPs
For exclusive use for registered
participants. Not intended for general
11
Production Phase
Load in and out
Plan accordingly with vendors
What to consider:
Timing of event
Size of equipment
Use of loading docks, exits
Cost for overtime
Labor needed
12
Compliance
Contract provisions
Venue requirements
Vendor/supplier agreements
Measurement tools
Checks
Evaluations
13
Security
Health and safety officials
Client
Staf
Vendors
Site/Venue
14
15