The Offsite Co Way

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THE OFFSITE CO WAY · PHASE 03 ​

Experience Design ​

Translate the secured venue and client vision into a fully designed event experience, including programming, logistics, and operational planning.

Department: Operations — Event Production

Primary Owner: Event Producer

Key Contributors: Director of Event Operations, Bookkeeper

Purpose: Translate the secured venue and client vision into a fully designed event experience, including programming, logistics, and operational planning. This phase moves the project from concept to execution through three stages: understanding the event vision, designing the guest experience, and operationalizing the plan.

Trigger: Phase 02 — Kickoff & Venue Sprint complete. Venue contract executed and Event Producer handoff initiated.

Bookkeeper Note: The Bookkeeper maintains weekly project-level financial tracking throughout Experience Design — comparing estimate vs. actual spend and flagging variances to the Event Producer.

Standing Practice — All Client Calls ​

Every client call throughout Experience Design begins with a Stoplight Check-In. The client rates the partnership and planning progress:

  • Green — Feeling good, everything is on track
  • Yellow — Something feels off or unclear
  • Red — We should pause and realign before moving forward

Any Yellow or Red is flagged as an issue for the Director of Event Operations to address. Goal: every active client is Green.

Phase Steps ​

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

All phases operate under Core Governance principles. → Core Governance (part of the Process Library Guidelines section, extracted separately)

Definition of Done ​

All must be true before entering Phase 04: Operational Readiness.

  • Event itinerary and experience plan approved by client
  • Master Budget finalized and approved
  • Key vendors and programming confirmed
  • Run of Show established as the operational source of truth
  • Project ready for Operational Readiness handoff

Possibly truncated: the source document content cut off mid-sentence ("...Project ready for Operational Readines[s handoff]") when retrieved via read_file_content; reconstructed the final word from context and from the near-identical 00 Internal Lifecycle Overview doc, which states the equivalent phase item in full.

Internal use only — The Offsite Co