The event essentials
Share the city, venue if known, event date, public operating hours and load-in or load-out windows. Include the format of the event and the audience. If dates or locations are tentative, label them clearly so availability and logistics can be reviewed accurately.
The participation plan
Total attendance and expected merch participation are not the same. Estimate how many guests will want an item, when they will arrive and whether each person can receive more than one. Note breaks, VIP windows or other moments that could create a surge.
The merch and artwork
Describe the item, color range, size range and decoration you have in mind. Attach approved art if available, or explain what is still in development. Identify the person who can approve the production proof. Mention any sponsor or brand requirements before artwork is finalized.
The venue and decision process
Share relevant venue rules, available space, power, access restrictions and the event contact. State the budget range if you have one and when a decision is needed. A quote can then address the actual scope rather than rely on assumptions that later change the plan.
Bring this to your brief
- City, venue, date and operating hours
- Attendance, participation and peak windows
- Item, artwork and personalization choices
- Floor plan, power and access information
- Budget range, approval contact and decision date