Appearance
THE OFFSITE CO WAY · PHASE 01
Contracting & Activation
Confirm engagement scope, execute the appropriate client agreement, and activate the project internally.
Department: Sales → Operations
Primary Owner: Sales (Contract) → EA (Activation)
Key Contributors: Bookkeeper, COO, Director of Event Operations
Purpose: Confirm engagement scope, execute the appropriate client agreement, and activate the project internally.
Trigger: Client confirms intent to move forward with partnership.
Two engagement paths begin here:
- Path A — Full-Service: Client engages for full event planning from the start
- Path B — Venue Sprint: Client trials the partnership through venue sourcing only; full-service decision is made during the venue process
Step 1: Client Agreement Execution
Both Paths
Primary Owner: Sales Administrative Owner: EA
Return clients: COO leads contract setup with EA support in place of Sales. All other steps remain the same.
Key Actions:
- Sales confirms engagement scope and path (Full-Service or Venue Sprint)
- Sales executes the appropriate client agreement
- EA manages signature follow-up and coordinates any revisions
- EA provides a brief summary of any agreement revisions and the reason for each — to be passed to Venue Lead and Event Producer at handoff
- EA confirms fully executed agreement and stores in Client Folder
- EA updates internal tracking
- EA notifies: COO, Director of Event Operations, Director of Onsite Operations
- EA confirms internal team assignment:
- Venue Lead
- Event Producer (Path A only)
Step 2: Team Activation
Primary Owner: Director of Event Operations
Key Actions:
Path A — Full-Service:
- Confirm Event Producer assignment
- If full-service scope is not yet confirmed, contractor terms will be finalized during Kickoff & Venue Sprint
- Align on contractor pay, scope, and project expectations
- Issue and execute project-specific contractor terms
Path B — Venue Sprint:
- Confirm Venue Lead assignment
- No Event Producer assignment required at this stage
Step 3: Client Welcome & Project Setup
Path A — Full-Service only. If engagement begins as a Venue Sprint, this step occurs after the client commits to full-service.
Primary Owner: EA Administrative Owner: Bookkeeper
Key Actions:
- EA sends client welcome email
- Bookkeeper sends billing welcome communication
Step 4: Project Activation
Both Paths
Primary Owner: EA
Key Actions:
- Schedule Kickoff call
- Request Client Brief from Sales
Step 5: Early Relationship Momentum
Both Paths
Primary Owner: COO
Key Actions:
- COO sends a personal note to the client POC — specific to this client, no template — acknowledging the partnership and expressing genuine excitement about what's ahead
Definition of Done
All must be true before entering Phase 02: Kickoff & Venue Sprint.
Both Paths:
- Client agreement fully executed and stored in Client Folder
- Contract signed before advancing — no exceptions
- Internal team notified and appropriate members assigned
- Kickoff call scheduled
Path A only:
- Event Producer assigned and contractor terms executed (or timeline confirmed)
- Client welcome complete
Tools & Templates
| Tool / Template | Purpose | Location |
|---|---|---|
| Contract Template | Execute client agreement | (see 2026 Offsite Co Event Agreement / Event Planning Services Agreement, extracted separately) |
| Contract Template (New Model) | Execute agreement with walkaway clause — Venue Sprint | 2026 Offsite Agreement |
| Welcome Email Template | Client orientation | Client Onboarding Welcome Email- TOC TEMPLATE |
| Welcome Deck | Client orientation | Welcome Deck - The Offsite Co.pdf |
| AP Welcome Email Template | Introduce billing process | Billing Welcome Email- TOC TEMPLATE |
| Client Folder Directory | Workspace setup | Client Folder Directory- TOC TEMPLATE |
| Event Workbook Template | Planning documentation | [Client] Event Workbook- TOC TEMPLATE |
| Dashboard | Project visibility | DASHBOARD |
| Event Producer Contractor Agreement | Outline contractor scope and pay | EP Contractor Agreement- TOC TEMPLATE |
| Venue Lead Contractor Agreement | Outline contractor scope and pay | Venue Lead Contractor Agreement- TOC TEMPLATE |
Execution Checklist
Contracting & Activation Execution Checklist (extracted separately)
Note: An older/superseded version of this phase hub also exists in Drive ("01 Contracting & Activation", doc id
1TgzsHX0Mg9PAo0swx0sZROpVBovzsl53wGRj3ynyaow, last modified 2026-04-08) with a slightly different structure (references "Customer Intake Form", "Gifting Tracker", onboarding gift step). Not separately extracted — flagged here for reference since it contains a few details (onboarding gift + tracker, Customer Intake Form) not present in the canonical version above.