The one-page brief that gets a corporate event quoted right the first time.

Half the quotes that go sideways go sideways at the brief. The planner sends "we'd love live printing at our summit, maybe 400 people?" — and the vendor either pads the quote to cover unknowns or lowballs it and renegotiates later. Both cost you. Five facts prevent it.

The five facts a producer needs

1. The window, not just the date. "March 12" is not enough. "Reception 5–8pm, doors at 5, station live the whole window" lets us staff correctly — remember the crew arrives an hour before doors.
2. Headcount and audience. 400 executives and 400 field reps want different products. Note the mix if there is one.
3. Product intent. Even a rough one: "tees for everyone" vs. "premium item for VIPs only" changes the build class. If you are undecided, say the budget instead and let the vendor propose.
4. Artwork status. Final files? A logo and a wish? Legal review required? Art readiness is the most common schedule risk on corporate bookings — flag it honestly.
5. Venue facts. Property name, room, indoor/outdoor, and any known rules (union building, dock hours, no open flame — yes, we get asked; no, heat presses are not open flame).

Copy-paste brief template

Event: [name / type] · Date & window: [date, station hours] · Venue: [property, room, city] · Guests: [count, audience type] · Products: [intent or budget] · Art: [status, approval process] · Decision date: [when you need quotes back]

Send that paragraph to any live printing company — including ours — and you will get a line-item quote instead of a discovery-call invitation.

One corporate-specific tip

Put the station where the dead time is. The most common corporate mistake is placing live printing opposite the keynote (nobody comes) instead of in the registration hall or reception space (everybody waits there anyway). Our corporate playbook covers placement in more depth.