Anne at Brouwer Voeding messages to say twenty more guests are coming. The catering must be settled before Friday.
Pier Events in Rotterdam is an example company. It is an agency with its own equipment hire, and on Saturday it has a corporate party for 350 guests.
One change, and four documents have to be updated separately.
The quote is already out of date, and it has to be confirmed before Friday.
Suppliers and crew each have a different version.
Whether it all comes together hangs on a yellow sticky note.
The guest list, budget, catering quote and run sheet are all separate. Twenty more guests means four edits, and hoping the versions agree.
Quote, budget, suppliers and run sheet linked together, so a change only has to be made once.
The run sheet goes round as a file, from v1 to v5, and everyone works from a different version.
The run sheet as one schedule for build, tech, catering and programme, with the same version for everyone.
Quotes come by email, confirmations on WhatsApp, and the client phones to find out where things stand.
Suppliers who confirm for themselves, and a client who sees the run sheet without having to ask.
The packing list is yesterday's printout. Only at the loading bay do you find out what is really free, and what is still at another event.
Equipment per event, showing what is free, what is hired in and what goes on which trip.
If your equipment is in Rentman or your ticket sales run through Weeztix, we link up with them instead of replacing them. A crew planning tool that works well stays too. What we build is the part that now lives in Excel, email and WhatsApp.
That is why the system follows your run sheet, not the other way round. What is the same every time, such as suppliers, equipment and crew, we record in the system.
They can stay. All three can be linked, and we build what is missing between them.
Then we build in the off-season and only bring your people in for the design.
Yes. At corporate events, what counts is the guest list, the budget and a client who keeps an eye on things. At festivals and outdoor events, the run sheet doubles as a file, with permits, a safety plan and music licences. In hire and production, everything revolves around equipment, from what is free to what comes back damaged.
One fixed price, agreed after the design. It depends on what we build first, whether that is just the run sheet, or the link between quote, budget and suppliers as well. We only start building once you agree, in the off-season if we can.
We visit the office and the warehouse and, if we can, watch a build. Afterwards you get a short report on what we would build, and what comes first.
Fixed price, agreed once you approve the design. The code and data are in your name.
How those weeks go