What to Include in a GeBIZ Event Brief

A good brief separates what is confirmed from what is still open. If the venue is booked, say so and include access windows and operating restrictions. If it is not, state your location preferences and room needs. If parts of the scope are still being decided, explain which elements are essential and which may be offered as options.

Information to include

• The event objective and intended audience.

• Preferred date, duration and programme window.

• Estimated attendance and participant profile.

• Venue status, location preferences and access conditions.

• Required programme segments, activities or speakers.

• Registration, guest communication and accessibility needs.

• Production needs for audio, lighting, staging and screens.

• Catering expectations and how dietary information will be collected.

• Brand, security, data-handling or other operating instructions.

• Required proposal sections and evaluation criteria.

• Named approval owners and the route for clarification questions.

Describe the participant experience

Write a short paragraph describing the event from a participant's point of view: how they hear about it, how they arrive, what they do, and what they should take away. This often reveals requirements the team had not written down, such as transport, wayfinding or accessible routes.

Handle sensitive information carefully

Some details, such as VIP attendance or security arrangements, may not belong in the initial brief. Your organisation can decide what to share at the start and what to share later through the appropriate process. State clearly that further details will follow, so vendors know to allow for them.

Be explicit about open questions

If something is undecided, say so and invite vendors to suggest options. This is more useful than leaving it out and receiving proposals built on different guesses.

Check with your procurement team

Before publishing, confirm the brief format, evaluation approach and timelines with your organisation's procurement officers. Requirements change, so check current guidance each time.

Get Out! Events sets out a fuller brief checklist on its government event management planning page.

About this guide: GeBIZ Event Management Guide 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.