Basic project information
Start with the event name, company, contact person, city, target date, expected audience size, and venue status. These details help the production partner understand urgency, scale, and location constraints before recommending a scope.
- Event name and type
- City and venue status
- Expected audience count
Objective and audience priority
Explain what the event must achieve and who matters most: executives, employees, clients, media, VIP guests, partners, or public visitors. This affects the level of finish, guest flow, hospitality, content, and protocol planning.
Required services and production items
List the services you need: planning, stage, LED screen, lighting, sound, branding, signage, registration, furniture, hospitality, gifting, media moments, booth build, or on-ground operations. Separate required items from ideas that can be optional.
Brand, content, and technical assets
Share logo files, brand guidelines, colors, previous event photos, screen content format, speaker presentations, video requirements, and any restrictions. Technical content should be confirmed early so screens, playback, lighting, and sound can be planned correctly.
Approvals, budget, and timeline
A brief should identify who approves design, pricing, production, branding, and final delivery. If there is a budget range, share it. If the date is fixed, say so. If procurement has a deadline, include it. Clear approval information helps the partner recommend a realistic scope instead of guessing.