Working together: frequently asked questions
You have practical questions about how working together would run before you send a brief.
Opens WhatsApp with a draft you can edit before sending. Nothing is sent automatically.
The short answer
Short answers are below, each pointing to the page that explains the decision in more detail. Where something is agreed per brief, the answer says so rather than inventing a standard term.
If your question is not listed, include it in your event brief.
Scope and fees
- What is included? The written scope lists deliverables, exclusions, review points and what you provide. See how an engagement works.
- How are fees set? Fees are quoted per brief and stated in writing before work starts. No prices are listed on this site. See fees and quotations.
- What if the scope changes? A change outside the written scope is stated, priced and approved in writing before work on it begins.
Suppliers and responsibilities
- Who contracts the suppliers? Your organisation, unless agreed otherwise. See who does what.
- Can a project lead supply venues, audio-visual or technical production? No. Specialist suppliers deliver that work, and the project lead coordinates requirements and handovers.
On site, languages and confidentiality
- Will the project lead attend on site? On-site days are agreed per brief and written into the scope. See coverage and on-site arrangements.
- Which language will we use? The site is available in English, Malay and Chinese, and the language of consultation is confirmed per brief.
- How is confidential information handled? Share the minimum, agree who sees what and ask for an NDA if you wish. See confidentiality.
Cancellations and changes of date
- What if the event is cancelled or postponed? The terms are agreed in the written engagement, before you approve it. Ask what happens to the scope, the fee and the work already done.
- Can we end the engagement early? Ask for the early-ending terms in writing before you approve.
Contact
- How do we make contact? WhatsApp only, through the composer on the contact page.
- How soon will we hear back? No response time is promised.
Worked example · Fictional example
A fictional secretariat prepares its questions
Fictional organisation and figures, for illustration only.
A fictional alumni association's secretary reads this page and adds three of her own to her brief: whether review rounds can be added later, who holds the shared folder and what happens if the date moves.
She receives answers she can take to her committee, each written into the scope rather than given informally.
Use this yourself
Questions to put to any provider before approving a scope
Copy these into your brief or your procurement file.
- What is in scope and what is excluded, item by item?
- Who leads the work, and what is the continuity arrangement?
- How are fees set, and what would change them?
- How are scope changes requested, priced and approved?
- Who contracts the suppliers, and who pays them?
- How many on-site days are included, and what happens on each?
- Which language will consultation and documents use?
- What confidentiality arrangements apply, and is an NDA available?
- What are the cancellation, postponement and early-ending terms?
- What do you need from us, and by when?
Handle it in-house, or bring in help?
Your team can usually handle this when
- Your questions are answered by the linked pages and a template is all you need.
- You prefer to run supplier selection and coordination yourselves.
- Your event is small enough for your team to carry.
Outside planning help earns its fee when
- You need the answers written into a scope your committee can approve.
- You want one person accountable for coordination across suppliers.
- Your team cannot carry the decisions and the detail at the same time.
Have a question about your own event?
Put it in a brief. A project lead can answer it against your situation, run a fit check and show how the answer would appear in a written scope. Answers that depend on your event are written down per brief, not given as a standard term.
Questions organisers ask
Do I need a complete plan before getting in touch?
No. A partial brief with open items marked not decided is enough to start.
Do you run the event on the day?
The scope defines what a project lead does, including any agreed on-site days. Technical and operational delivery is by specialist suppliers.
Are fees negotiable?
Fees follow the scope. If the scope changes, the quotation changes with it, in writing.
Can I get help in Malay or Chinese?
The language of consultation is confirmed per brief.
Is my information shared with suppliers?
Only what the work needs and only with your approval. See confidentiality.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.