This event
Fill in the event once. The dates below, the quantities in the kit and the timing all follow from it. Values are saved on this device.
Quantities for this event
One message starts everything
When an event is confirmed, BDF sends VIPMINDS one email or WhatsApp covering the points below. Ideally five working days ahead. That is the whole brief.
The event
Name of the event and what is being signed or announced. Date, time and the exact room.
The partner
Partner organisation and their logo in vector format (AI, EPS, SVG or PDF), plus any brand rules they want respected.
The people
Who signs, who speaks, and the full names and titles of everyone at the table, spelled the way they want them printed.
The guests
Number of guests expected and whether press or the partner's own photographer will attend.
The programme
Whether there are speeches, and whether a presentation will be shown on screen.
What happens next
VIPMINDS produces every branded element from the master templates. BDF prepares the room. Anything not in this kit is an addition, never a replacement.
The standard room kit
Everything that should be in the room, with who is responsible for it. Tick items off as they are ready. Ticks are saved on this device only.
Behind the table
On the table
Screens
Around the room
Content capture
What VIPMINDS delivers every time
All of it comes from the same master templates. Only the partner logo, the title, the date and the names change from one event to the next.
| Item | Format | Note |
|---|---|---|
| Backdrop or press wall | Print file at the wall size | Reusable if the same wall is used each time |
| Welcome screen | 16:9 still and short loop | Sent to BDF the day before for testing |
| Roll-up banners | 85 x 200 cm print files | Event version or generic BDF version |
| Name plates | A5 tent cards, printed | Names checked against the BDF list |
| Folder covers | Print file | Inserted in the signing folders |
| Directional and door signs | A4, printed | Placed one hour before |
| Photo and video shot list | One page | Handed to the photographer |
| Social and press assets | Post frames, story template, press release header | Prepared before, filled in after |
On the day
Set-up is finished two hours before the start. One person from BDF and one from VIPMINDS check the room together, then the photographer takes over.
The handshake
Both signatories, in front of the backdrop, before anyone sits down.
The signing
The pen on the page, both signatories at the table, flags in frame.
The document
Both signatories holding the signed document, then a close-up of the signed page.
The room
A group photo in front of the backdrop and a wide shot of the full room.
Two rules that make the photos work
- Speeches stay short. The signing happens in front of the backdrop, not at a side table.
- Nothing on the table that is not in the kit. No plastic bottles, no phones, no loose papers.
After the event
- Photos and video reach VIPMINDS within 24 hours.
- VIPMINDS prepares the post, the story and the press release. BDF approves within 48 hours.
- The partner receives a selection of photos and the approved post, so both sides publish the same message.
- Flags, roll-ups and reusable items go back to storage at the office.
Timing
Every date is fillable. The interval between milestones is fixed, so changing one date moves the whole chain with it, including the event date at the top of the page.
| Date and time | Milestone | Fixed interval | Who |
|---|---|---|---|
| Brief sent: event details and the partner logo in vector format | 5 working days before, 11:00am | BDF | |
| All visuals sent for approval in one file | 3 working days before, 5:00pm | VIPMINDS | |
| Visuals approved, printing starts | 2 working days before, 11:00am | BDF | |
| Room prepared: screens tested with the welcome loop, flags and furniture in place, names checked | 1 working day before, 5:00pm | BDF + VIPMINDS | |
| Set-up complete, joint check of the room | 2 hours before | BDF + VIPMINDS | |
| Photographer on site with the shot list | 1 hour before | Both | |
| The event | Anchor | Everyone | |
| Photos and video sent to VIPMINDS | 24 hours after | BDF | |
| Post, story and press release approved and published; partner receives the photos and the approved post | 48 hours after | VIPMINDS, BDF approves |