the event agency uk MY BRIEF

2 Penguins Event Brief Securing a new partner agency to work on a project can be a painful and arduous task. We aim to make the process as simple and straightforward as possible and hope to speed up the process by getting the right information early on to allow informative decisions to be made quickly, with realistic budget forecasts and reliable project management information. This document is intended as a guide to help you supply the information we require to create the most accurate proposal possible. It will also enable us to decide if we are able to add significant value to the project by offering our services or if perhaps we can suggest other partners who may be better suited and more useful to you. In some cases approximate answers would suffice and please feel free to add further information if you think it may help us achieve the best results for your business. Section 1 – Project contact details Section 2 – Project reach and objectives Section 3 – How can we help? Section 4 - Budget and timeline Briefing Document

3 Penguins Event Brief Section 1 Project contact details COMPANY NAMEPROJECT TITLE APPROX DATE OF PROJECTLOCATION / DESTINATION (IF ONE IN MIND) YOUR NAMEJOB TITLE / RESPONSIBILITY CONTACT NUMBER ADDRESS POSTAL ADDRESS WHO IS THE KEY DECISION MAKER / INTERNAL SPONSOR? ARE THERE OTHER COLLEAGUES WORKING ON THIS PROJECT? (E.G. A PROJECT TEAM OR COMMITTEE)

4 Penguins Event Brief Section 2 Project reach & objectives TYPE OF EVENT – CONFERENCE, KICK OFF MEETING, AWARD CEREMONY, INCENTIVE, PRODUCTION ONLY? APPROX GUEST / DELEGATE NUMBERSEVENT LOCATION DO YOU REQUIRE US TO SOURCE YOUR VENUE? IF SO WHAT TYPE OF VENUE ARE YOU THINKING OF? CAN YOU GIVE A BRIEF OVERVIEW OF YOUR PROJECT? WHAT ARE THE MAIN PROJECT OBJECTIVES? WHO IS THE KEY AUDIENCE FOR THIS PROJECT? HAVE YOU ORGANISED THIS EVENT IN THE PAST? IF SO WHAT DID YOU DO?

5 Penguins Event Brief Section 3 How can we help? Please find below a list of services below that we can provide. Please tick the box to the services required and/or detail additional services that are not listed but are required. EVENT MANAGEMENT LOGISTICS SERVICES – PRE – EVENT Venue findingVenue management – including food, timings, payment scheduling Delegate invite / registration servicesEvent website design Travel management transfersCo-ordination of guests speakers / VIP travel management Booking of entertainment / talent / external speakers / experts Creation and / or booking of team build Sourcing of gifts / hand-outs / branded materialsWelcome packs / delegate hand-outs Creation of badges & signage LOGISTICS SERVICES – ON-SITE Venue management – including food, timings, payment scheduling etc. Delegate registration / delegate badging Position of signage / management of delegate flow Co-ordination of travel logistics Management of guest speakers / VIP travel management Programme management POST EVENTS SERVICES Editing of recorded contentProvision of cascade materials / newsletter Post event websiteSurveys / post event feedback

6 Penguins Event Brief PRODUCTION MANAGEMENT Section 3 How can we help? PRODUCTION SERVICES – PRE EVENT event design / conceptcreation of theme / messaging graphic designset design digital services – video / animation creation, filming & editing lighting / AV / audio design power point / other content creationdesign & creation of printed materials (e.g. banners, hand outs, notebooks) creation of interactive technologycreation of workshops / exercises pre event production management (includes liaising with speakers, coordinating technical suppliers, creating floor plans, schedules tech scripts, planning deliveries and on site build) PRODUCTION SERVICES – ON SITE Provision of all AV / technical equipment for the show Build of all stage set, AV and technical equipment Management of local AV providers (E.g. venues own equipment) Provision of technical crew to set-up / operate and de-rig shows Theming / dressing of venueFilming of event Installation of temporary structures (E.g. marquees) ADDITIONAL SERVICES REQUIRED

7 Penguins Event Brief Thank you for taking the time to fill out this briefing document and giving Penguins the opportunity to work alongside you. For a project to be truly successful it is important that we have trust and confidence in each other, and this is the first step in a fast track process to achieve the perfect working relationship. We look forward to working with you soon. Section 4 Budget & timeline BUDGET Guideline for all the services you require above£0.00 +VAT WHAT ARE YOUR KEY TIMELINES? (E.G. PITCH PROCESS, PLANNING, PRE EVENT CAMPAIGN), DATES OF PROJECTS DATE Investigative discussion Initial concept Final proposal Pitch date Date to appoint agency Work begins on project Dates of projects SHOULD OUR RESPONSE TO THIS BRIEF FOLLOW A PARTICULAR FORMAT?