Event objective and priorities
State the event type, audience, desired guest experience and the elements that matter most. A corporate presentation, wedding reception and mitzvah may use similar materials for very different reasons.
PROJECT PLANNING GUIDE
Prepare the brief that lets the work move
A practical way to organize event goals, date, venue, scope, dimensions, files, approvals, schedule and budget context before requesting an estimate.A USEFUL STARTING POINT
An estimate is only as useful as the information behind it
Custom event work is shaped by the room, the objective, the physical scope and the production conditions. A clear brief does not need to answer every question. It should separate what is confirmed from what is still being decided so the right questions can be addressed early.
This guide is not a price calculator and it does not confirm availability. It helps a client, planner, venue, agency or production partner prepare the information MR9 needs to evaluate the project responsibly.
THE CORE BRIEF
Six information groups that shape the first review
Date, venue and status
Share the event date, venue, city and whether each is confirmed. Include the event schedule and any known access, house-labor, surface or approval requirements.
Elements, quantities and dimensions
List the pieces under consideration, their approximate sizes, the number of each and where they will be used. Mark measurements as verified, estimated or still needed.
Existing files and direction
Send floor plans, renderings, reference images, brand standards, logos, artwork and production files that already exist. Identify the current file owner and approval status.
Approvers and milestones
Name the people responsible for creative, venue, brand, budget and production approvals. Share any fixed review dates or dependencies that could affect fabrication.
Budget context and fixed limits
Share a working range, a maximum or the priorities that must be protected if the scope changes. Useful budget context helps the team evaluate relevant directions.
BUILD THE BRIEF
Move from the big idea to production-ready questions
Use the sequence at right to organize the request. Unknown information is acceptable when it is labeled clearly and assigned to the person responsible for resolving it.
Accuracy rule: Never present an estimated dimension, tentative quantity or unapproved file as final. One clearly marked unknown is safer than one confident but incorrect production input.
- State the event objective and the experience the room needs to support.
- Confirm the date, venue and location status.
- List the physical elements, quantities and approximate dimensions.
- Document the venue access route, installation window and strike conditions.
- Gather the strongest available creative, brand and production files.
- Name the approvers and the dates when decisions are needed.
- Share budget constraints, priorities and any fixed exclusions.
- Mark every remaining unknown and assign its next action.
FILE CHECKLIST
Send the evidence that reduces guesswork
- Venue floor plan with scale or verified room dimensions
- Event schedule, load-in window and strike deadline
- Photos of the room, access path and existing surfaces
- Venue production guide, rules and required approvals
- Vector logos, brand standards and approved artwork
- Renderings, sketches, mood boards and inspiration images
- Item list with quantities and intended locations
- Known power, lighting, AV or staging coordination points
- Planner, venue and onsite production contacts
- Budget range, priority list or maximum project limit
QUESTIONS BEFORE THE ESTIMATE
What this guide can and cannot confirm
Can I start an inquiry before the venue is final?
Yes. Identify the venue as provisional or to be determined and share the locations under consideration. Venue access, surfaces, rules and installation windows still need review before production is confirmed.
Do I need finished artwork before contacting MR9?
No. Send what exists, including brand guidelines, inspiration, sketches or reference files. The inquiry should clearly identify which artwork is approved, in development or still needed.
Do I have to provide a budget?
A budget is not a substitute for scope, but a working range or clear limit helps the team evaluate appropriate directions and avoid developing options that do not fit the project.
Does completing the checklist create a quote or confirm availability?
No. The checklist improves the project brief. Pricing, production scope and availability are confirmed only after the team reviews the actual requirements, files, venue conditions and schedule.
PROJECT PLANNING