Your team
Set objectives, share constraints and define the approval process.
From programme to details · Together
A coordinated programme. Clear decisions.
Retreat, party or conference: connect suppliers, the programme and decisions to prepare. Keep your choices and define the organisation you want to delegate.
01 · Guidance for your project
Start with the responsibilities to share.
List services, choices already made and what your teams want to retain: venue, catering, technical services, activities or event travel. Support can cover one service or a wider scope to agree.
Useful details include purpose, participants, dates or flexibility, proposed programme, known or undecided budget, existing quotes and decision makers. Define delegated scope and responsibilities before organising.
Support
Agree on services to coordinate, deliverables and checkpoints.
Suppliers
Specify services, conditions and practical details for each service.
02 · Guidance for your project
Connect services without starting again.
A booked venue, regular caterer or quote to explore is part of your starting point. Identify interfaces: supplier access, technical setup, meal times, breaks, circulation and accessibility needs.
Deliverables to agree may include a scope summary, preparation schedule, responsibilities and information to confirm. Define their content and update frequency around the project.
03 · Guidance for your project
A programme to confirm with the people involved.
Distinguish preparation deadlines from the event programme: service decisions, required confirmations, participant information and coordination of arrivals, setup and departures.
Example sequence to adapt: reception, work or presentation, break, meal and discussion. This is neither a client programme nor an available service. Confirm timings, spaces and capacities with the relevant suppliers.
Before
Define the programme, expected decisions and required information.
During
Clarify timings, interfaces between services and roles on site.
After
Define review information and documents to provide for the agreed scope.
04 · Guidance for your project
Every adjustment needs an explicit decision.
Changes to attendance, timing, venue or services: identify affected services and impacts to examine. Document the proposal and conditions to confirm before choosing an adjustment.
A change request is not supplier acceptance. Conditions, possible amounts, deadlines and approvals follow the relevant quotes and contracts. This page executes no changes.
05 · Guidance for your project
Checkpoints suited to your programme.
Define useful expectations: reception conditions, suitability of spaces, expected service quality, accessibility and practical information. Agree on checks and feedback arrangements for your event.
Availability, equipment, permits and capacities must be confirmed for the project. This page assigns no certification, satisfaction score or outcome guarantee to suppliers.
06 · Guidance for your project
See the next decisions, service by service.
Tracking brings together open information, responsibilities to clarify and expected decisions.
BME acts as a single supplier in procurement. Services retain separate statuses; choosing a quote is not an order. Within Sourcing Force, confirmation requires BME to receive the official purchase order for the relevant purchase request. The brief journey creates neither purchase requests nor orders.
| Service | Starting point | Next decision |
|---|---|---|
| Venue | Existing choice | Confirm access and timings |
| Catering | Regular supplier | Clarify the meal programme |
| Technical services | Service to coordinate | Approve setup |
Human support
BME supports your event.
BME provides the human service: sourcing, organisation and coordination within the delegated scope. BME acts as a single supplier while keeping your existing suppliers and selected services.
Sourcing Force is procurement software that complements your ERP or S2P. The event service and the software have distinct roles in your procurement process.
A brief creates neither a purchase request nor an order. BME must receive the official purchase order to confirm the relevant services.
BME event references
Projects entrusted to us. In our clients’ words.
Explore venues and services entrusted to BME for corporate events. Each reference describes an individual project.
ASSA ABLOY France
A company party on a privately hired riverboat
On the Seine · Paris
Services entrusted to BME
- Private venue hire
- Cocktail reception and dinner
- DJ, sound and lighting
- Photo booth
« A turnkey evening on the Seine, with a single point of contact. »
Lesieur
Matching spaces and access times to the programme
COMET Bercy et The Guest House · Paris
Services entrusted to BME
- Meeting spaces
- Catering
- Access times
« BME negotiated the access times we were missing. »
Guidance for your project
Prepare your decisions with practical guides.
Compare options using concrete criteria and downloadable checklists.
Questions to consider
Prepare around your choices.
How does supplier sourcing differ from event coordination?
Sourcing identifies and compares options for a service. Coordination connects the selected services: timings, access, setup, programme and responsibilities. You can delegate either assignment or both, depending on your starting point.
What should we specify for on-site coordination?
Describe the venue, programme, speakers, setup times and reception needs. Agree BME’s on-site scope, contacts, responsibilities and intervention conditions before commitment. A brief does not reserve on-site attendance.
Can I keep my venue and suppliers?
Yes. Specify choices already made and services still to coordinate. Define support around these existing arrangements.
Can I delegate only part of the organisation?
Yes. Describe the relevant service or assignment, interfaces with your teams and decisions you retain. Your teams or partners can organise the rest.
How are changes to participant numbers or the programme handled?
Identify affected services, new information and conditions to check. Validate adjustments with the relevant parties; this page changes no contracts.
Who approves proposals and responsibilities?
Define your approval process and support scope before organising. Confirm service conditions with suppliers. Clicking a quote or submitting a form does not confirm an order.
What does “Delegate my event coordination” do?
Prepare your brief in the shared popup, then request a quote through HubSpot after reviewing it. The AI asks up to three useful questions, or none if your project is clear. A copy of your brief is emailed to you. The brief is neither a quote, a booking, a purchase request nor an order.
Your team’s next shared occasion
Start from where you are.
Your objectives, existing choices and questions still open.
Delegate my event coordination