Client Event File & Standing Preferences
This is your standing file with us — one copy that we both keep current across every event we do together. It is not tied to any single event. Amend it in place whenever something changes: a new decision-maker, a rebrand, a vendor you never want to work with again. Every brief, budget and rundown we produce starts from what is written here.
Section 1 — Client & Decision-Makers
Client / organisation name:
Preferred contact channel and hours:
Anyone else who may approve decisions on your behalf — name, role, what they can sign off, and how to reach them:
Section 2 — Billing & Approval Thresholds
Billing entity (legal name on invoices):
Invoicing contact (name and email):
Purchase-order or reference number required on invoices:
Typical budget band per event:
Spend we may commit without asking first:
Anything above that threshold needs written approval from:
Section 3 — Brand & Style Guidelines
Colour palette (primary, secondary, accent):
Typefaces and where the brand assets live:
Tone, styling rules and anything that is off-brand for you — logo treatment, signage language, photography style, colours or motifs to avoid:
Brand guidelines, logo files or a reference deck:
Section 4 — Standing Dietary & Accessibility Requirements
These carry across every event unless you tell us otherwise, so we brief caterers and venues from here rather than asking again each time.
Dietary requirements and allergies we must always cover — including anyone with a severe allergy who attends regularly:
Accessibility requirements — step-free access, seating, hearing loop, captioning, quiet space, service animals, dietary-medical needs:
Section 5 — Vendors & Venues
Add a row per supplier. Mark the status so we know at a glance who to call first and who never to book again.
Vendors or venues we must never book, and why:
Section 6 — Recurring Event Calendar
Events that come round every year, plus the dates we should never schedule against — board meetings, religious observances, quiet trading periods, competing industry dates.
Dates and periods to avoid entirely:
Section 7 — Event History
Every event we have delivered together. Add a row after each one — it is what we benchmark budgets and headcounts against next time.
Section 8 — Running Notes
Dated entries as things change — a new head of marketing, a rebrand, a venue that closed, a standing decision we agreed on a call. Newest at the top.
Keep this file current — it is the record every event we plan for you starts from.