Writing a Brief for a Corporate Event Organiser

A brief is the single document that shapes every proposal you will receive. When it is thin, organisers fill the gaps with assumptions, and you end up comparing proposals that are answering different questions. A good brief takes an hour to write and saves weeks of back and forth.

The essentials

1. Purpose: why the event is happening and what leadership wants guests to feel or do.

2. Audience: who is attending, their age range, seniority mix and any families.

3. Estimated headcount: and how confident you are in it.

4. Date window: preferred dates plus any you must avoid.

5. Venue status: booked, shortlisted or open.

6. Budget range: a working range keeps recommendations realistic.

7. Must-haves: speeches, awards, a lucky draw, a performance, a meal.

Context that helps more than you think

• Who approves the final plan, and how long approvals take internally.

• What went well or badly at last year's event.

• Which suppliers are already appointed and must be kept.

• Procurement requirements, such as how many quotes you need and in what format.

• Any brand guidelines, sensitivities or protocol for VIP guests.

What to leave open

Do not over-specify the creative. If you describe the exact theme, décor and entertainment, you lose the value of the organiser's ideas. Describe the outcome you want and the constraints, and let them suggest the route.

Give enough lead time

Mid-size events benefit from several weeks of planning, and large productions need considerably more. Popular year-end dates fill early. If your timeline is tight, say so in the brief so organisers can tell you honestly what is achievable.

Get Out! Events sets out the information it asks for in its brief, propose and execute process on its event organiser briefing process.

About this guide: Working with a Corporate Event Organiser is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.