International and Chinese clients

A clear route to organising services in Italy

Open Eventi helps companies based outside Italy prepare the local part of their project with a written brief, agreed responsibilities and one accountable Italian counterpart.

Designed for cross-border projects

What we clarify before you travel

The service is prepared around the venue, schedule, audience and operating requirements of your project in Rome and all of Italy.

Scope, dates, working hours and on-site responsibilities
Required languages and actual level to be verified during selection
Dress code, product briefing and escalation contact
Written quotation in euros, included services and optional items

Local delivery

Services available through Open Eventi

Each request is assessed against real availability and confirmed only through a written quotation.

Design and creative direction

From brief to idea, with a schedule that holds.

We define the event’s objective, audience, message and format, and translate them into a project with running order, floor plans, schedule and budget. It’s the phase that determines everything else: doing it well costs little, skipping it costs a great deal.

Analysis of the brief, objectives and expected audience
Creative concept and event format
Running order, floor plans and production schedule
Detailed budget by item, with declared margins of variation

Location scouting and contracting

The right venue, on the right terms, with the constraints clear.

We select and compare venues by real capacity, accessibility, technical constraints and hidden costs, then handle their contracting. The value lies in telling you in advance what that hall won’t let you do.

Selection and comparison of venues with real capacity and constraints
Technical site visits with floor plans and load checks
Negotiation and contracting of the venue
Management of permits and relations with the owner

Build, technical direction and production

Stage, audio, lights, video: all in one schedule.

We coordinate the scenic build and technical supply: structures, stage, audio, lighting, projection, streaming and direction. One schedule for build, rehearsals and dismantle, instead of four crews getting in each other’s way.

Scenic build and structures
Audio, lights, video, projection and streaming
Event direction and rehearsal management
A single schedule for build and dismantle

Staff, welcome and secretariat

The people who make the day work.

Hostesses and stewards, accreditation clerks, floor staff, cloakroom, interpreters and coordinators. Selection, contracts, training and on-site coordination are on us; sizing is calculated on the arrival peak.

Accreditation, welcome, floor supervision and cloakroom
Interpreters and bilingual staff
Team leaders and a coordinator for large teams
Contracts, paperwork and insurance on us

Communication, press office and content

Because a successful event should be known by those who weren’t there too.

Communication plan, press office, media relations, social channel management during the event, video shooting and photography. The material produced stays available for the communications of the following months.

Communication plan and press office
Press kit, releases and media relations
Live social coverage and content management
Video shooting, photography and post-event editing

Sponsorship, partnership and team building

Who funds the event and who comes out more united.

We build sponsorship packages and look for partners to support the project, and we design the team-building activities that turn a convention into something people remember.

Building sponsor packages and finding partners
Management of agreed visibility and reporting
Design of team-building activities
Social moments, award ceremonies and incentives

Remote preparation

From the first brief to on-site delivery

Documents and briefing can be prepared remotely before the team or client arrives in Italy.

1 · Brief and objectives

A meeting to understand why the event exists: what should change in the mind of whoever takes part. It’s the question almost no one asks and that determines every later choice.

2 · Proposal and budget in 3 days

You get a document with concept, format, venue options, running order, included services and a detailed budget by item, with the margins of variation stated openly.

3 · Venue and feasibility

Site visits, technical checks, real capacities and constraints. Better to find out now that the hall won’t take the stage load, than three weeks before.

4 · Production and schedule

A single work plan for build, technical, staff and communication, with responsibilities and deadlines assigned. Kept updated and shared, not filed in a drawer.

5 · Rehearsals and briefing

Technical rehearsals, a dress rehearsal when timing allows and a written briefing for all staff: floor plan, positions, hours, dress code, what to do if something goes wrong.

6 · The day of the event

On-site direction, staff coordination, management of the unexpected. Our contact stays with you from the build to the dismantle.

7 · Statement and materials

Financial statement compared against the initial budget, attendance report, photo and video materials, press coverage and a note on what to change next edition.

Questions from international clients

Can a company based outside Italy request the service?

Yes. OPEN S.r.l. assesses requests from international companies and provides a written quotation based on location, dates, scope and availability.

Can the briefing be completed remotely?

Yes. Objectives, schedules, roles, dress code, language requirements and reference materials can be agreed before arrival in Italy.

Can we request Chinese-speaking or multilingual staff?

Language requirements can be included in the brief. Availability and the required proficiency level are verified during selection and confirmed in writing.

Who is the Italian contractual counterpart?

OPEN S.r.l., VAT no. 16423471008, is the company identified on the website and in the quotation.

Keep exploring

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