event lifecycle

1. Lecture 13: Event Lifecycle

2. Event Lifecycle
(Initiation)
• Talk to the client and have a meeting
• Create a mood board
• Pitch to the client
• Your sales process starts when you try to sell your service/product
• Make a quote
• After approval you go into contract management
• Once the client signs the contract you have initiated the project
• Receive payment (our process is to take 50% advance and the
remaining 50% 14 days before the event)

3. Event Lifecycle
(Planning)
• Create 2D & 3D layouts, sketch out what you want to do on floor
• Make an operations sheet in which you write the supplies you
will need
• Make a warehouse sheet for the supplies you need from the
warehouse
• Make a vendor sheet that tells you what the vendors need to
bring in on the day of the event
• Organize yourself and send the 2D layout to your operation
manager, warehouse manager, staff, and vendors. Get it signed
and give them a proper timeline

4. Event Lifecycle
(Execution)
• Once you’ve taken the time to plan everything, you get to
execute it
• This is where you do on floor management. You get around 10-
12 hours to execute a great event for your client
• Get your hands dirty, be involved, manage your staff and
vendors and work together
• Make sure all of your pieces come together. All the things you
said in your pitch, your mood board, your layout etc. should be
executed correctly

5. Event Lifecycle
(Monitor and Control)
• When the event is taking place make sure you’re monitoring
everything
• Make sure everything is going smoothly, are the waiters giving
food at the right time, is the service of good quality, are the
items being taken back at the warehouse at the right time
• Monitor and control your staff from an operational stand point
so your event is executed without any mishaps
• Make sure the supply chain is fine, the food is okay, the flowers
are fresh till the end of the event, the generators are working,
the valet is operating properly etc.

6. Event Lifecycle
(Closure)
• Go to the client and ask them how the event was
• Ask for proper feedback so you can improve and learn from your
mistakes
• Self evaluate during closure and make sure everything you do
here reflects back on your initial steps
• Make sure your items are going back to the warehouse at the
right time by the right people
• Keep a watchful eye on your inventory to prevent any theft.
Make sure your staff is cleaning before they leave. If your close
out isn’t strong then you wont reap the benefits of all the work
you did before
• Make sure the client, vendors, and location managers are happy
with you. Keep consistent in this process so you can execute
great events.