THE OFFSITE CO WAY · PHASE 02

Kickoff & Venue Sprint

Translate client vision and budget into a venue strategy, and secure the venue that best aligns with their goals, experience expectations, and financial framework.

Department: Sales → Operations

Primary Owner: COO (Kickoff) → Venue Lead (Venue Sprint)

Key Contributors: Director of Event Operations, Bookkeeper (full-service clients)

Purpose: Translate client vision and budget into a venue strategy, and secure the venue that best aligns with their goals, experience expectations, and financial framework.

Trigger: Phase 01 — Contracting & Activation complete.

Phase Steps

Each step below links to its detailed process document (extracted separately in this folder).

• 02a Kickoff
• 02b Venue Research & RFP
• 02c Venue Proposal
• 02d Budget Comparisons
• 02e Negotiation & Contracting

Path B — Venue Sprint clients: At 02e, the Director of Event Operations connects with the client to discuss full-service engagement. The client's decision at this point determines whether the project advances to Phase 03.

Definition of Done

All must be true before entering Phase 03: Experience Design.

• Kickoff conducted and client priorities confirmed
• Venue secured and contract fully executed
• Client has a clear understanding of venue payment terms
• Bookkeeper connected with venue for payment coordination
• Venue selection acknowledged — COO or Venue Lead celebrates the milestone with the client before handoff
• Internal venue-to-Event Producer knowledge transfer complete
• Client Brief received from Sales and distributed to project team
• Event Producer handoff scheduled

Note: An older/superseded version of this phase hub also exists in Drive (doc id 1khDnHTEP7H5pnh-yOCiuaKYgHkTqi4pkcO0y4tJS0cg), not separately extracted.