Puck White House Correspondents Dinner Weekend Reception

Project Management

• Provide comprehensive project management for all elements within the agreed scope of services, serving as a centralized point of coordination from project kickoff through event completion.
• Utilize Stratus’ cloud-based project management platform to maintain a detailed production timeline, track milestones, manage deliverables, and ensure all planning activities remain on schedule.
• Lead regular planning meetings and provide ongoing project updates to maintain alignment, transparency, and momentum throughout the planning process.
• Coordinate communication among key stakeholders to support timely decision-making and efficient execution.
• Monitor project progress through continuous quality control and issue tracking to ensure every detail meets the expected standard of execution.
• Source, engage, and manage additional vendors or independent contractors, as needed and with prior client approval, to support the successful delivery of the event.

Budget Management & Tracking

• Develop and maintain a comprehensive event budget for all services within the agreed scope, in collaboration with Puck.
• Provide ongoing budget tracking and reporting to ensure clear visibility into project expenses throughout the planning process.
• Coordinate vendor invoicing and monitor payment schedules to help keep financial obligations organized and on time.
• Update the budget on a rolling basis to reflect approved costs, changes, and actual expenditures, ensuring an accurate financial picture at every stage of the project.

Pre-Event Talent Services

• Serve as the primary liaison between Puck, VIPs, principals, talent representatives, and security teams to ensure seamless communication throughout the planning process.
• Coordinate pre-event logistics and advance planning to anticipate and accommodate the needs of speakers, principals, and special guests.
• Work closely with all relevant stakeholders to help ensure VIPs and talent are fully supported before and throughout the event experience.

Hospitality and Food & Beverage Management

• Oversee all catering and hospitality planning to deliver a seamless food and beverage experience aligned with the event’s vision and guest experience.
• Coordinate with catering, beverage, and bar partners to manage menus, service timelines, staffing, and on-site execution.
• Manage hospitality spaces, including VIP and green room setups, to ensure speakers, principals, and special guests are comfortably accommodated.
• Coordinate ancillary guest hospitality needs to support a polished and welcoming experience throughout the event.
• Work closely with licensed food and beverage providers to ensure all service is delivered in accordance with applicable laws, regulations, and venue requirements.

Event Discovery & Development

• Collaborate with your team to establish the event vision, including overall objectives, theme, guest experience, design direction, tone, and program flow.
• Develop a strategic event roadmap that aligns creative concepts with operational execution from planning through event day.
• Refine the event schedule and guest journey to create a seamless experience, incorporating innovative logistical solutions, thoughtful space planning, and enhancements to existing programming where appropriate.
• Provide creative direction and strategic guidance on all production elements within our scope of services, ensuring every component contributes to a cohesive and memorable event experience.
• Partner closely with your team throughout the planning process to translate the event vision into a fully realized production.

Venue Logistics Preparation

• Develop a comprehensive operational plan for on-site event execution, clearly defining team roles and responsibilities across logistics, production, programming, attendee experience, speaker support, and other key functional areas.
• Create and maintain a detailed master event timeline to ensure every phase of the event is coordinated, sequenced, and executed seamlessly.
• Coordinate production schedules, including load-in, event-day operations, and load-out, to maximize efficiency and minimize disruption.
• Manage floor plans and space layouts in collaboration with venue and production partners to optimize guest flow, operational functionality, and the overall event experience.
• Align venue logistics across all event spaces and associated off-site locations to ensure a cohesive and well-orchestrated production.

On-Site Logistics Management

• Lead on-site logistics across all event spaces, ensuring every operational element is executed according to plan.
• Direct the day-of production schedule and master event timeline to maintain a seamless flow for guests, speakers, vendors, and staff.
• Serve as the central point of coordination for the venue, vendors, and on-site teams, ensuring clear communication and efficient execution throughout the event.
• Oversee load-in, installation, and setup of décor, staging, activations, and other event elements delivered by third-party partners to ensure they meet the approved event vision.
• Monitor floor plans, guest flow, and operational logistics throughout the event, making real-time adjustments as needed to support a seamless guest experience.
• Proactively identify and resolve on-site challenges within our scope of responsibility, minimizing disruptions and keeping the event running smoothly.

On-Site Registration

On-Site Production Management

• Lead on-site production management, providing oversight of show production, technical direction, stage management, and floor management for all contracted production elements.
• Direct day-of technical operations and coordinate rehearsals to ensure presenters, performers, and production partners are fully prepared for a seamless program.
• Coordinate with technical vendors to manage the execution of all production elements, including audio, lighting, video, graphics, staging, and show cueing.
• Oversee the integration of technical systems and production schedules to ensure all show elements are delivered accurately and on time.
• Serve as the central point of coordination for the production team, facilitating real-time communication and decision-making throughout the event.

Post-Event Project Management

• Manage the administrative closeout of the project, including coordinating final vendor invoices, contract completion, and financial reconciliation for services within our scope.
• Conduct a post-event budget reconciliation to provide a clear and accurate accounting of approved project expenses.
• Evaluate vendor and contractor performance and provide recommendations to inform future planning and procurement decisions.
• Facilitate a comprehensive project closeout, ensuring all agreed-upon deliverables have been completed and documentation is finalized.