pm-events

Build an event budget that survives the event — every cost line including the ones people forget, the contingency sized to the actual risk, and the tracking that shows overspend while it can still be stopped. Use when asked to build an event budget, cost an event, price a conference or wedding, or explain why an event went over budget. Produces the full cost breakdown, the commonly-forgotten lines, the contingency sizing, the payment and cash-flow schedule, the per-head economics, and the variance tracker.

Build the minute-by-minute run of show that lets an event run without the planner being asked anything — every cue, who owns it, what happens if it slips, and the version each supplier actually needs. Use when asked to write a run of show, event schedule, show flow, or production schedule, or to prepare the day-of timeline for a conference, wedding, launch, or gala. Produces the master timeline with owners and cues, the load-in and load-out schedule, the supplier-specific extracts, the contingency triggers, and the on-the-day contact sheet.

Produce the event safety documentation that satisfies a venue or licensing authority and actually works on the day — the risk assessment, crowd and capacity plan, emergency procedures, and the roles that must be filled. Use when asked to write an event risk assessment, safety plan, event management plan, or emergency procedure, or when a venue or authority has requested safety documentation. Produces the risk assessment, the crowd and capacity position, emergency and evacuation procedures, the medical and welfare plan, and the roles-and-competence schedule. Not a substitute for competent safety advice, which many events legally require.

Brief an event supplier so they quote accurately and deliver what you pictured — the outcome, the constraints, the deliverables, and the questions you need answered in the quote. Use when asked to brief an event supplier, write a vendor brief for caterers, AV, or production, send an RFP for an event, or compare supplier quotes that are not comparable. Produces the outcome brief, the deliverables and constraints, the quote-response template that makes bids comparable, the evaluation criteria, and the questions each supplier must answer.

Run an event debrief that changes the next event — what the numbers say, what actually went wrong versus what felt stressful, and the specific changes carried into the next brief. Use when asked to run a post-event debrief, write an event wrap report, review how an event went, or capture lessons learned after a conference, launch, or wedding. Produces the outcome scorecard against the original objectives, the timeline of what actually happened, the root causes separated from symptoms, supplier performance, and the changes written into the next event's brief.

Read a venue contract for the clauses that actually cost money — the minimum spend, the cancellation ladder, the attrition clause, and everything the hire fee does not include. Use when asked to review a venue contract, check a venue agreement before signing, negotiate venue terms, or understand a cancellation or minimum-spend clause. Produces the commercial summary, the flagged clauses ranked by exposure, the what-is-not-included list, the negotiation asks in priority order, and the questions to put in writing. Not legal advice; have a lawyer review before signing.