Method
Seven steps, from brief to final statement
Each phase has an owner and a deadline: you always know where we are, what’s needed from you and how much we’re spending against the approved budget.
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.
Transparency
What’s included and what isn’t
The list you usually only discover reading the notes at the bottom of the quote. Here it’s on the front page.
Included in the price
- Design, concept and production schedule
- Selection, negotiation and coordination of suppliers
- Detailed budget by item and a final statement compared against it
- Staff with contracts, paperwork and insurance cover
- Written operational briefing for all teams involved
- On-site direction from build to dismantle
- Management of the unexpected per a contingency plan
- A single electronic invoice, also via MePA
Not included
- Copyright fees, permits and authorisations, when due (advanced and reported)
- Participants’ travel and accommodation, unless expressly included
- Fees for guests, speakers and artists, which remain a separate item
- Production of branded materials and gadgets, quotable separately
Quick reference
Timing, sizes and engagement models
- Base
- Rome — operating across the whole country
- Recommended lead time
- 2–4 months for complex events, 3 weeks for repeat formats
- Typical size
- From 30 to 3,000 participants
- Engagement model
- Turnkey project or individual services
- Public bodies
- Listed on MePA — direct negotiation and RFQ
- Quote
- Written proposal and detailed budget within 3 working days
Keep exploring
Other useful pages
Let’s start from the brief
Thirty minutes to understand why the event exists. Then you get OPEN S.r.l.’s written proposal, with a detailed budget, within three working days.