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Pipelines help us bring structure and consistency to our work. They show where each client project stands and ensure we don’t miss critical steps. Pipelines guide our work from the first client project details through to billing and payment. We track projects through three main pipelines: Sourcing, Billing, and Sales & Service. To avoid confusion, each stage also specifies which tool you should use.
Pipelines help us bring structure and consistency to our work. They show where each client project stands and ensure we don’t miss critical steps. Pipelines guide our work from the first client project details through to billing and payment. We track projects through three main pipelines: Sourcing, Billing, and Sales & Service. To avoid confusion, each stage also specifies which tool you should use.
Sourcing Pipeline
Sourcing Pipeline
The Sourcing Pipeline is at the heart of our service offering. It covers everything from gathering client details through to signing the final venue contract.
After a lead has been qualified, we want to confirm the client and have a signed Agreement to start the Sourcing pipeline.
New Opportunity: Once a client is confirmed, event details (budget, objectives, location, room blocks, AV needs, etc.) are captured.r
RFP Search (Cvent): RFPs are created and sent to venues that meet the client’s criteria. Proposals are collected and tracked in Cvent.
Review/Modify Proposals (Cvent): Proposals are analyzed, compared, and adjusted as needed to ensure the best fit.
Present Proposals: The vetted options are shared with the client for review.
Site Inspection: If required, we arrange venue visits so the client can experience spaces firsthand.
Contract Negotiations: Once a venue is chosen, we work to secure favorable terms (pricing, room blocks, meeting space, catering, AV, etc.).
Signed Contract: When negotiations are finalized and the contract is signed, the sourcing phase is complete, and the project moves toward execution. This is also the point where we begin our Billing Pipeline. After contract signature, we create an estimated invoice.
Sales & Services (AV, DMC, Production, Meeting Management) Pipeline
Sales & Services (AV, DMC, Production, Meeting Management) Pipeline
Opportunity:
Qualify
Discovery & Client Needs: Identify service requirements (AV, meeting management, DMC, production).
RFP Creation & Vendor Search: Issue RFPs to vendors and collect proposals.
Proposal Review: Evaluate and compare vendor bids.
Vendor Tie-Down
Contract Negotiation: Secure favorable terms with selected vendors.
Coordination & Setup: Oversee vendor coordination and setup before the event.
Onsite AV/Service Management (if needed): Provide oversight to ensure smooth operations.
Post-Event Review: Gather feedback, close vendor relationships, and capture lessons learned.
Billing Pipeline
Billing Pipeline
The Billing Pipeline begins after the event is completed and ensures all financial aspects are handled accurately and on time.
Estimated Invoice: Once contract is signed, we create an estimated invoice with projected invoice amount based on details from the contract. This number is not exact and will almost always change. Regardless, we prepare the estimated invoice based on contract terms.
Event Completed: When the event concludes our official billing process begins earnestly.
Pickup Report Pending: We request a pickup report (final room counts, usage, etc.) from the venue within 1 week of the end of the event. This is also the time we will request the total we should invoice based on the pickup report.
Pickup Report Received: Once we have received the pickup report, consultants should double check and verify the content. If all is well, an invoice is finalized from the report and confirmed with the requested total from the hotels.
Invoice Sent: 30 days after the end of the event, the invoice will be sent with a Net 30 terms (unless otherwise agreed upon).
Awaiting Payment: Track invoice status and follow up if needed.
Payment Received: Record payment from the hotel/venue.
Project Completed/Commission Payment Sent: Pay commissions and close out the project.
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