Brief and RFP preparation
We issue a consistent requirement so venues and suppliers price the same scope and identify exclusions before comparison.
All capabilities
Capability 02
Sourcing, Cost Control & Reconciliation
Comparable supplier proposals, visible commercial terms, documented approvals and an orderly route from committed budget to final account.
Discuss this workstreamThe role of this capability
Clear responsibility while the wider programme keeps moving.
Event buying becomes difficult when proposals use different assumptions, changes are agreed informally and the final invoice no longer resembles the approved estimate. We create a clear commercial trail from the first request for proposal through contracting, change control and reconciliation.
What we manage
The practical work inside the scope.
The final responsibility list is agreed against the brief. These are the areas most commonly placed with Voya Circle.
Commercial comparison
Rates, taxes, inclusions, minimum spends, cancellation terms and operational conditions are shown on a like-for-like basis.
Clarification and negotiation
We close material gaps, test assumptions and negotiate the items that affect value or delivery risk.
Approval records
Recommendations state the commercial basis and the decision required. Approved commitments remain easy to trace.
Change control
Additions and reductions are recorded against the working budget before commitment wherever the programme allows.
Reconciliation
Final invoices are checked against contracted terms, approved changes and evidence of delivery before close-out.
How the work runs
A working rhythm the client and delivery team can follow.
- 01Define
Agree the buying requirement
We confirm quantities, service levels, commercial assumptions, decision dates and the format needed by procurement.
- 02Compare
Make the options genuinely comparable
We normalise responses, identify gaps and explain where a lower headline figure carries a different scope or condition.
- 03Control
Keep approved and forecast cost visible
Committed costs, pending decisions and authorised changes are maintained against the working budget.
- 04Reconcile
Close the account carefully
Invoices, credits and supporting records are checked and returned in the agreed close-out format.
Working standards
What you can expect from us.
Assumptions stated
Quantities, currencies, taxes, service periods and exclusions are visible rather than left to interpretation.
No hidden comparison gaps
Material differences in scope or terms are called out before a recommendation is made.
Approval before commitment
The person placing an order can see the authorised scope and value.
Traceable close-out
The final account can be followed back to the contract and approved changes.
Next capability
Stage, Content & Show Production