Client contact

The client’s named owner of the event. Wants visibility without having to chase for it: where the budget stands, what has already been decided, and what is still waiting on them.

Persona

Client contact

Side

External — Works for a client, exhibitor, supplier, hotel, or attends the event.

Reference

client-contact

Where they work

In the client portal, on one project. They see their own event and nothing of the operator's other clients.

What they are responsible for

Representing the organisation the event is being run for: agreeing what is being delivered, approving what needs their sign-off, and answering the questions only they can answer.

What they can do

• See where the budget stands and what has been decided.
• Review the schedule and the programme as it takes shape.
• Approve the items routed to them, and see what is still waiting on them.
• Read and comment on documents shared with them.
• Read the reports and dashboards shared with their project.

What they cannot do

• Change the operator's own configuration, pricing, or supplier arrangements.
• See another client's project, or the operator's portfolio-wide figures.

Journeys they take part in

These are the end-to-end chains of work that name them — the steps they own, and the ones that only affect them.

Journey pages need an operator sign-in to open.

Win

• Bid to won dealA qualified opportunity becomes a signed engagement.
• Quote to signed proposalThe buyer signs exactly the option and price that was sent, the opportunity is won by that signature, and the accepted quote is the one that converts.

Stand-up

• Client onboarding and transparencyThe client knows where to look and what they can self-serve.
• Who sees whatAffected, no step of their ownStaff and client access is correct at organisation and project level.

Financial ops

• Budget to marginPlan, commitments, actuals, and variance produce a known margin.
• Client funds to close-outMoney held in trust for a client is drawn down, reconciled against the bank, and closed out without a stray balance.
• Quote to cashAffected, no step of their ownAn order becomes an invoice, a payment, and a reconciled receipt.

Delivery

• Accommodation block to guest arrivedA room block is contracted, filled, and guests check in.

Close

• Post-event close to client reportFinal actuals, margin, and a report that proves the value.

Ongoing

• Outlook inbox to project recordAffected, no step of their ownA client or supplier email becomes a linked project record, a task or a support ticket from inside Outlook, and every reply is checked by a person before it is sent.

Pages that relate to the Client contact

• Approval SystemSign-in required
• Approval WorkflowsSign-in required
• Approvals
• Budget & DealsSign-in required
• Client Portal OverviewSign-in required
• Creating and Sending ContractsSign-in required
• Document ManagementSign-in required
• DocumentsSign-in required
• Emails & TemplatesSign-in required
• Floor PlanSign-in required
• FormsSign-in required
• Getting Started as a Client
• Knowledge BaseSign-in required
• MeetingsSign-in required
• PCO and agency model
• Project onboarding
• Project OverviewSign-in required
• Report Sharing & Scheduled DeliverySign-in required
• Reports & DashboardsSign-in required
• ScheduleSign-in required
• Signers and Signing FieldsSign-in required
• TasksSign-in required