README

This folder contains the tools and reference materials used by the onsite team to prepare for and execute events.

These documents support the Onsite Operations processes but are not processes themselves. The process steps explain when and why these tools are used, while the resources in this folder explain how to execute them.

How This Folder Is Used

Each resource in this library supports a specific step in the Onsite Operations phase:

• 04a — Onsite Integration
• 04b — Onsite Readiness
• 04c — Onsite Execution

When referenced in a process document, links will point to the correspondence in this folder.

Resources in This Folder

Onsite Playbook — Operational field guide for the onsite team covering arrival day, event operations, transportation, safety, and closeout procedures. Used during: Onsite Readiness, Onsite Execution

Coffee Chat Guide — Guide for the Onsite Director's introductory conversation with the client to establish trust and rapport before the event. Supports: 04a Onsite Integration

Onsite Success Kit — Operational guide used when The Offsite Co does not have an onsite presence, ensuring the client understands how to manage key moments of the event. Supports: 04a Onsite Integration

Hotel Walkthrough Checklist — Operational guide used when The Offsite Co does not have an onsite presence, ensuring the client understands how to manage key moments of the event. Supports: 04a Onsite Integration

Client Walkthrough Questions — Checklist for reviewing the venue with the hotel team upon arrival, including BEO alignment, event spaces, AV setup, and emergency protocols. Supports: 04c Onsite Execution

Incident Report Form — Template used to document onsite incidents or issues that occur during the event. Supports: 04c Onsite Execution

Shipping Instructions — Guide for shipping materials and returning event items following the retreat. Supports: 04c Onsite Execution

Ramp & Receipt Instructions — Instructions for documenting expenses, uploading receipts, and logging onsite financial transactions. Supports: 04c Onsite Execution

Internal Team Post Event Recap — Template used by the onsite team to document insights and operational feedback after the event. Supports: Wrap Phase

Important Notes

These documents are reference tools and should not be edited for individual events unless a copy is created.

Process documents will link to these resources when they are required.

The Onsite Playbook should be reviewed before traveling to the event location.