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THE OFFSITE CO WAY
Client Delivery System — Internal Lifecycle Overview
This is the complete event lifecycle from signed contract to reengagement. Each phase has a defined owner and a clear completion standard before the project advances.
01 Contracting & Activation — Sales → EA
02 Kickoff & Venue Sprint — COO → Venue Lead
03 Experience Design — Event Producer
04 Operational Readiness — Event Producer → Onsite Director
05 Onsite Execution — Onsite Director
06 Wrap & Financial Close — Event Producer + COO
07 Reengagement — COO
Phase 01: Contracting & Activation
Primary Owner: Sales → EA
Key Contributors: Bookkeeper, COO, Director of Event Operations
Purpose: Finalize scope, execute the client agreement, and activate the project internally.
Trigger: Client confirms intent to move forward.
Key Actions:
- Align on final scope and pricing
- Draft, negotiate, and execute client contract
- Initiate deposit request
- Notify internal team and confirm project assignments
Definition of Done:
- Client agreement fully executed
- Internal team notified and assignments confirmed
- Kickoff call scheduled
Phase Hub: → Contracting & Activation — Phase Hub
Phase 02: Kickoff & Venue Sprint
Primary Owner: COO (Kickoff) → Venue Lead (Venue Sprint)
Key Contributors: Director of Event Operations, Bookkeeper
Purpose: Translate client vision and budget into a venue strategy, and secure the right venue.
Trigger: Executed contract and confirmed deposit received.
Key Actions:
- Conduct client kickoff to align on vision, priorities, and budget
- Research venues and distribute RFPs
- Present venue options and facilitate client selection
- Validate budget against selected venue
- Negotiate and execute venue agreement
Definition of Done:
- Venue agreement executed
- Budget framework validated
- Project ready for Experience Design handoff
Phase Hub: → Kickoff & Venue Sprint — Phase Hub
Phase 03: Experience Design
Primary Owner: Event Producer
Key Contributors: Director of Event Operations, Bookkeeper
Purpose: Design the full event experience within the approved venue, budget, and client vision.
Trigger: Venue-to-production handoff complete.
Key Actions:
- Conduct venue-to-production handoff
- Build itinerary, meeting flow, travel, and programming
- Develop F&B plan and source vendors
- Maintain client alignment through planning process
- Refine and confirm budget
Definition of Done:
- Event design confirmed with client
- Run of Show finalized
- Budget aligned and approved
- Project ready for Operational Readiness handoff
Phase Hub: → Experience Design — Phase Hub
Phase 04: Operational Readiness
Primary Owner: Event Producer → Onsite Director
Key Contributors: Director of Onsite Operations
Purpose: Integrate the Onsite Director into the client relationship and confirm all logistics are locked before execution begins.
Trigger: Event design approved; event is within 30 days.
Key Actions:
- Introduce Onsite Director to client and establish relationship
- Confirm logistics, safety planning, and onsite team roles
- Align full onsite team on Run of Show and execution strategy
- Complete final client communication before arrival
Definition of Done:
- Onsite Director introduced and relationship established with client
- Onsite team fully briefed
- All logistics confirmed and locked
- Client prepared for onsite experience
Phase Hub: → Operational Readiness — Phase Hub
Phase 05: Onsite Execution
Primary Owner: Onsite Director
Key Contributors: Onsite Director, Director of Onsite Operations, Onsite Support
Purpose: Deliver the retreat onsite and ensure every attendee and client moment is handled with excellence.
Trigger: Operational readiness confirmed; event start date reached.
Key Actions:
- Manage attendee welcome, check-in, and day-of logistics
- Lead daily client meetings and keep client continuously informed
- Execute Run of Show and manage real-time adjustments
- Manage departures and close out onsite operations
Definition of Done:
- Event executed according to Run of Show
- Client signed off on experience
- Onsite team departed
- Wrap & Financial Close initiated
Phase Hub: → Onsite Execution — Phase Hub
Phase 06: Wrap & Financial Close
Primary Owner: Event Producer (Billing & Reconciliation) + COO (Client Relationship)
Key Contributors: Bookkeeper, Onsite Director, Director of Event Operations, Director of Onsite Operations
Purpose: Close the event financially and operationally, and capture what we learned.
Trigger: Onsite execution complete.
Key Actions:
- Reconcile all venue and vendor billing
- Issue final invoice or client refund
- Conduct client retro conversation
- Conduct internal team retro and document insights
Definition of Done:
- Final billing issued and confirmed
- Client retro complete
- Internal insights documented
- Project fully closed
Phase Hub: → Wrap & Financial Close — Phase Hub
Phase 07: Reengagement
Primary Owner: COO
Key Contributors: EA
Purpose: Convert a successful event into continued partnership.
Trigger: Wrap & Financial Close complete.
Key Actions:
- Follow up post-event and acknowledge the relationship
- Review partnership trajectory and future opportunities
- Explore next event or annual planning
- Maintain ongoing touchpoints as appropriate
Definition of Done:
- Next step clearly defined — active opportunity, renewed engagement, or documented relationship status
Phase Hub: → Reengagement — Phase Hub