From the first idea to the final goodbye
Good events
have a clear plan.
A useful process leaves you knowing what is happening, who is responsible and which decisions need your attention. Here is how we approach an event brief.
01 / The first enquiry
Start with the occasion
Share your preferred date, location, likely guest count and the reason for the gathering. A rough planning budget helps us discuss appropriate formats. You can leave the venue or date open if those decisions are still being made; explain the options in your message.
Tell us about the people attending and how you want the event to feel. Do they know each other? Would they enjoy a structured activity, or is the main purpose to talk? This gives the theme a practical starting point.
02 / Format and feasibility
Work through the room
We discuss a suitable activity, styling direction and programme length. If you have a venue, share photographs, a floor plan and any rules relating to access, noise, equipment or suppliers. For an outdoor idea, identify a weather alternative early.
The guest programme can run for up to six hours and accommodate up to 40 guests. Setup and pack-down need their own access windows. These practical requirements affect equipment, staff and the final budget, so they belong in the conversation before confirmation.
03 / The written proposal
See what you are agreeing to
The proposal sets out the planned service, inclusions, exclusions, optional additions and price. It identifies the venue assumptions, crew roles and any custom production. You can review the scope and ask for changes before accepting it.
Booking arrangements, payment dates, any deposit and change or cancellation terms are provided in writing. An enquiry or discussion does not itself reserve the date. Confirmation follows the acceptance requirements specified in the proposal.
04 / Planning and approvals
Bring the details together
Once confirmed, we connect the event elements in a running order. Arrival, welcome, activities, speeches, meals, breaks and the finish should fit comfortably into the available time. The plan also identifies who can make decisions on the day.
Artwork, company content, guest instructions and custom materials need appropriate approval time. We agree who supplies and reviews them. If changes affect production, cost or timing, those implications are discussed before the work is altered.
05 / Setup and checks
Prepare the space
The agreed team uses the confirmed access window to prepare the event area. The setup plan covers equipment positions, guest routes, furniture responsibilities and any technical checks within our scope. Venue staff and other suppliers need to know the same timings.
The event-day contact helps resolve practical questions and communicate last-minute information. We check the agreed programme and handovers before guests arrive, so introductions and key moments have a clear sequence.
06 / The programme and pack-down
Host the occasion
Hosts and facilitators introduce the agreed activities, explain what happens next and keep the pace suitable for the room. Guests have time to participate and time to talk. Any material change to the programme is discussed with the nominated event contact.
A clear closing moment helps guests understand when the organised programme has finished. Pack-down follows the agreed venue access arrangements. If something needs attention afterwards, contact us with the relevant details so we can address it directly.
Before you send your brief
A few details
go a long way.
Useful information includes your date, town or city, approximate guest count and budget. Add the venue if known, the occasion and any specific activities or visual directions you are considering.
If access, noise, timing or participation needs may affect the programme, mention the practical requirements. Avoid sending sensitive personal information about guests. We can discuss the arrangements needed without collecting more detail than necessary.
For company functions, include the approval contact and whether you need a purchase order or a particular proposal format. For private occasions, tell us who can help with decisions if the event is a surprise.
Review indicative pricing →A good place to start
Ready for the first step?
A short event brief is enough to begin. Share what you know and we’ll discuss the rest.