Build a scope before comparing prices. Define what is included, who owns each deliverable and when decisions must be made. The following framework is intended for early planning, not as a supplier quotation.
- 12–18 months · Define objectives, audience and destination
- 9–12 months · Shortlist venues and reserve key dates
- 6–9 months · Contract core suppliers and establish the budget
- 3–6 months · Design the program, scenic and campaign
- 90 days · Confirm registration, logistics and technical plans
- 60 days · Review drawings, staffing and speaker requirements
- 30 days · Approve production documents and vendor schedules
- 14 days · Lock rooming lists, transport and show flow
- 7 days · Final briefings and contingency review
- Event week · Load in, test, rehearse, execute and strike
- Post-event · Reconcile costs, report and debrief
Planning considerations
Confirm venue access, audience needs, dates, supplier responsibilities and approval deadlines before contracting. Build time for testing, rehearsals and a documented contingency plan.
Production scope
- Master schedule
- Vendor procurement
- Budget control