Objective:
- Defining clear event requirements—including type, attendee count, and dates—via a Google Form ensures accurate inputs. Venues are researched online, shortlisted, and RFPs are sent out with details on dates, logistics, and budgets. Received quotes are evaluated against cost, services, and policies, followed by site visits (or virtual tours) to assess suitability. Finally, terms are negotiated, contracts signed, and both production teams and venues are vetted and confirmed in a structured, spreadsheet-based process.
Team Involved:
- Operations
Tools / Platforms Used:
Define Event Requirements
- Determine the event type (e.g., conference, seminar, exhibition)
- Estimate the number of attendees.
- Identify preferred dates and times.
- For the easy way we can send them the elements sheet that we required during events Elements Sheet
- Make a Google form of event requirements and make a questionnaire and send it to Neha & Surabhi to fill the form. After filling the form you’ll get all the information about the requirements.
- Google Form
Research Potential Venues
- Utilize online platforms like Venuelook or SetupMyHotel to discover venues.
- Consider location, capacity, amenities, and reviews.
- Shortlist venues that align with the event's requirements.
Prepare and Send Request for Proposal (RFP)
- Specific requirements (e.g., catering, AV needs).
- Budget constraints.
- Send the RFP to shortlisted venues.
- Request a detailed breakdown of costs and services.
Evaluate Received Quotations
- Rental fees and included services.
- Additional costs (e.g., overtime, equipment).
- Payment terms and cancellation policies.
- Utilize tools like Event Planner for side-by-side comparison.
Conduct Site Visits
- Schedule visits to shortlisted venues.
- Evaluate facilities, accessibility, and ambiance.
- Take note of any potential issues or benefits.
- If unable to visit, request a virtual tour or detailed photos or video Call.
Negotiate Terms and Finalize Agreement
- Discuss pricing, services, and any potential discounts.
- Clarify terms regarding deposits, cancellations, and final guest numbers.
- Ensure all agreements are documented in a contract.
- Sign the contract and make necessary deposits.
How to Find a Production Team & Scout Them?
- Where are we planning to do an event? For example, Mumbai, Delhi, Bangalore.
- Go to google and search for event management companies in delhi or bangalore.
- After the search the lists of event management companies will come.
- Note down the lists and make an excel sheet of the file and make it in a format for eg:’ Event Manager Name, Event Company Name, Contacts, Email id, Website link.
- Find their contact details and Email id from the website.
- Call them and Get the details & Quotation from them and tell them to send their previous work samples also.
- List down at least Five event production team Quotations.
- Make a sheet of Quotations list.
- Ask them to do some discounts with the pricing.
- Analyze the quotation from them and cross with the competitors.
- Check which price is affordable and suitable for our budget.
- After the Quotation, discuss this with the manager about this.
- Finalize the one production team and tell them to make a contract.
How to Find a Venue?
- Go to Google and Search Venues for Corporate events in Specified locations if we are planning to do an event.
- Note down the relevant names that appear on the screen and find their contact details and email id from their websites.
- Call them and explain about our event and our requirements.
- Referred to the google form created for the requirements of the event.
- After this you can understand our requirements better and it will be helpful to explain them about the event.
- Get their portfolio and past work pictures and check the packages
- Get the venue quotation and verify with the hotel directly also by fetching their details online. Email the hotel authority our requirement and ask for the quote. This will help to compare the price of the event vendor and hotel for the venue to finalize.
- After comparing, ask for the venue photos and video (include Pre function area)
- List down all the different venue details and quotation in an excel sheet Events
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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