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Introduction:

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This document outlines the policies and procedures for Lone Star Events & Hall's event production services, covering all aspects from initial client consultation to event execution and post-event wrap-up, ensuring our clients' high-quality, seamless event experiences.

 

Client Engagement:​

• Initial Contact:

  A dedicated sales representative will contact all potential clients to discuss their event needs, goals, and budget.

• Proposal Development:

  Based on client discussions, a detailed proposal outlining the proposed event concept, scope of services, timeline, budget breakdown, and key personnel involved will be created.

• Contract Execution:

  Upon client approval, a formal contract will be signed detailing all agreed-upon terms, including payment schedule, cancellation policies, and liability clauses.

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Pre-Production Phase:

• Site Visit and Assessment:

  Conduct a thorough site visit to evaluate the venue's capabilities, potential challenges, and necessary technical requirements.

• Creative Development:

  Collaborate with the client to develop a comprehensive creative plan including theme, design elements, stage layout, audio/visual needs, and branding consistency.

• Vendor Selection and Management:

  Identify and source qualified vendors (caterers, A/V providers, security, transportation, etc.) based on client needs and budget, ensuring all contracts are reviewed and signed.

• Production Schedule:

  Create a detailed event timeline outlining key milestones, deadlines, and responsible team members.

• Risk Assessment and Contingency Planning:

  Identify potential risks and develop mitigation strategies for all aspects of the event.

 

Production Phase:

• Technical Setup and Rehearsals:

  Ensure all technical equipment is properly set up and tested before the event, including sound, lighting, and stage elements. Conduct necessary rehearsals with performers and presenters.

• On-Site Coordination:

  Assign dedicated team members to manage the event on-site, including communication with vendors, resolving issues, and maintaining the production schedule.

• Event Execution:

  Execute the event plan with strict adherence to the timeline, ensuring seamless transitions between activities and maintaining quality standards.

 

Post-Production Phase:

• Post-Event Debriefing:

  Conduct a thorough review of the event, identifying successes and areas for improvement to inform future productions.

• Client Feedback:

  Collect client feedback through surveys and post-event communication to understand their satisfaction and identify potential areas for enhancement.

• Financial Reconciliation:

  Finalize all invoices, and vendor payments, and reconcile expenses against the event budget.

 

Quality Assurance:

• Internal Quality Checks:

  Implement regular quality checks throughout the event production process to identify and address any potential issues.

• Staff Training and Development:

  Maintain a high level of staff competency through ongoing training and professional development opportunities related to event production best practices.

 

Confidentiality:

• Client Information: All client information, including contact details, event plans, and financial data, will be treated with strict confidentiality.

 

Emergency Procedures:

• Emergency Response Plan: Develop and communicate a comprehensive emergency response plan to address potential incidents, including medical emergencies, weather disruptions, and security concerns.​

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