What to Expect When Working with Us

While every client is unique, below is a brief overview of our general process. 

Inquiry

​This includes the original inquiry, any information gathered by speaking with an Event Coordinator, touring the venue, and choosing an available date. Our team will help answer questions related to our ability to support your event and will put together a quote that will be valid for 10 business days.
Please note, we may not be able to accommodate events without at least 30 days notice.

What to expect from us:

• Event Consultation Call: A time for us to discuss details of your event and how RISD can support it
• Rental Quote: including venue costs, expected staffing based on provided details, may include estimates for rental items 
• Venue Walkthrough: A walkthrough of spaces on campus

What we need from you: 
As much information as possible about event:

• Preferred dates
• Expected Guests Count
• Layout, AV, & Catering Needs
• Event Description

Booking & Contracting

Once you decided to move forward, we will create and send out a contract for you to review.
​Your venues are not confirmed until a contract is signed!

What to expect from us:

• A contract sent out via out contract management portal, Juro
• One Invoice, including all applicable RISD services
• Secure, online payment portal, Nel-Net (Cards and ACH accepted)

What we need from you: 

• A signed contract via our contract management portal Juro
• A 50% Deposit (with 30 days of signing)

Logistics

Our team will work with you to ensure your event is a success by coordinating the details of your event with RISD service departments and/or vendors. 
Event details should be finalized at least 10 business days before your event. 

What to expect from us: 

• Connection to applicable RISD Service Departments
• Coordination with Non-RISD Vendors
• Vendor Recommendations
• Custom Event Layout
• Timeline Reminders

What we need from you: 

• No less than 30 days before the event
  • Confirmation of use of RISD Caters
  • Expected AV needs 
  • Certificate of Insurance 
• No less than 10 days before the event
  • Final Attendee Numbers
  • Final Catering Order
  • Finalize AV needs
  • Finalize Layout

Event Day

What to expect from us: 

• Email confirming details and access information before your event
• Event Manager to help address any questions related to the venue or RISD service departments (may stay on site or check in throughout the event depending on needs)
• Coordination between RISD and External Vendors

What we need from you: 

• You and your guests to have a fantastic event! 
• Start and end event at contracted times (additional time in the space may result in additional fees)
• Ensure all items brought into the venue for your event are removed 

Post Event

What to expect from us: 

• Final invoice after final costs have come in from all vendors
• Timely payment to any external vendor's contracted on your behalf (RISD Caters, Tent rentals, etc.)

What we need from you: 

• Final Payment within 10 days of receiving final invoice 
• Fill out post event survey