Working with us.

A quick overview of how we plan and communicate – so you have a clear sense of what working with us looks like, and what we expect from you!

Here’s a quick look at what’s covered below - feel free to jump to any section that’s most relevant to your event:

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Our services – a high-level snapshot of what we offer

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How we work – how we plan, collaborate, and keep things moving

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Communication – how we stay in touch and keep everyone aligned

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Good things to know – a few quick notes that make planning smoother

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FAQ – answers to common planning and on-site questions

Looking for the full Terms & Conditions? You can review them here →

Our services.

A quick snapshot of what we offer. Your project may include one or several of the services below — details are confirmed in your approved quote.

For more detail on any service, you can explore the full descriptions on our website.

Planning & project management
Event consultation, timelines, critical paths, scheduling, logistics planning
► Learn more →

Site operations & on-site leadership
Temporary site operations, setup and teardown, crew leadership, logistics coordination
►Learn more →

Production & technical services
Technical builds, staging, lighting, AV, custom structures, specialty production support
► Learn more →

Safety, compliance & permitting
Permits, risk assessments, crowd management, emergency planning, regulatory coordination
► Learn more →

Talent curation & coordination
Artist sourcing, contracting, riders, technical coordination, hospitality
► Learn more →

Event staffing
Site and area managers, safety officers, stage managers, site crew, production staff, drivers, traffic control persons (TCPs)
► Learn more →

Equipment rentals
Tents, staging, lighting, AV, generators, crowd-control infrastructure, site equipment
► Learn more →

Creative, branding & guest experience
Event branding, scenic design, signage, décor, guest experience planning
► Learn more →

Services are tailored to each project — final scope is confirmed in your approved quote and signed Service Agreement.

How We Work.

TF Event Co. supports both individual service bookings (“jobs”) and multi-part event builds (“projects”). TF Event Co. will confirm whether a booking is treated as a job or a project during the quoting process.

Jobs (Standard Bookings)

‍A “job” is a straightforward booking for a defined scope and date(s) - for example:

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Event staffing: site and area managers, safety officers, truck drivers, stage managers, crew, drivers, TCPs

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Equipment rentals: tents, staging, lighting and AV, generators, crowd-control, site equipment, trucks

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On Site Support: such as setup, teardown and logistics coordination

Jobs generally follow the Terms & Conditions on this page, including the Booqable booking terms.

Projects (Service Agreements)

A “project” is work with a greater or more customized scope that typically includes planning and leadership across multiple workstreams, often involving:

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Planning & Project Management: often involves timelines, critical paths, logistics planning

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Site Operations & On-Site Leadership

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Production & Technical Services: including builds, staging, lighting, AV, and custom structures.

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Safety, Compliance & Permitting

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Creative, Branding & Guest Experience

Projects are governed by a signed Service Agreement, which includes project-specific payment terms, responsibilities, and requirements.

For projects, the Service Agreement outlines the full scope and more detailed terms. Once signed, it takes priority over these Terms & Conditions where they differ.

Curious what this looks like on the ground?

‍Explore some of the events we’ve been part of →

Communication.

How we stay in touch and keep everyone aligned

Clear communication keeps projects moving and cuts down on unnecessary back-and-forth.

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E-mail
Best for documentation, file sharing, approvals, and anything that benefits from a clear written record or multiple recipients.

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Zoom or Google Meet
Used for planning meetings, walkthroughs, presentations, and collaborative work that benefits from screen sharing.w we stay in touch and keep everyone aligned

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In-person meetings
Great for creative brainstorming, site visits, and conversations where face-to-face time adds value.

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WhatsApp or Text
Used for quick updates, group coordination, photo sharing, or informal check-ins that don’t require a formal record or immediate action.

We use different channels for different needs, so information stays organized and decisions are easy to track as plans evolve.

Hours of operations

Our standard hours are Monday–Friday, 10:00am–5:30pm.

During the planning phase, things can occasionally come up outside these hours, and we’re happy to be flexible when needed. Whenever possible, we ask that non-urgent communication stay within these hours so we can keep projects running smoothly for everyone.

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Key Contacts: We’ll confirm the best email and primary point of contact during onboarding.

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Need us quickly? For urgent on-site issues, call ► 778-488-9967.

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Response times – Email 1 to 2 business days. Time-sensitive messages returned as soon as possible during business hours. Text or WhatsApp timing varies depending on site activity – and speeds up closer to event time.

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Execution mode – During build, show, or strike – we’re in coordination mode and available beyond standard hours as needed.

Good things to know

A few helpful notes that tend to make planning smoother from the start:

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Timelines evolve as details are confirmed.
Early planning is usually high level, with schedules tightening as information comes in. We’ll keep things realistic and flag impacts early when plans shift.

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Scope is confirmed in your quote.
Services, responsibilities, and deliverables are only included when they’re clearly outlined in an approved quote - nothing is assumed.

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Changes happen - and we plan for them.
If adjustments are needed, we’ll communicate clearly and confirm anything that affects scope, timing, or cost before moving forward.

You’ll find more detail on timelines, scope, changes, and billing in the FAQs below.

For full details, please review our Terms & Conditions →

FAQ.

The greatest hits (aka the stuff people ask us most)

We’ve pulled together answers to the questions we hear most - so you can get what you need quickly!

Getting Started & Working Together

Timelines & Planning

Scope & What's Included

Changes & Updates

Rentals & Equipment

Staffing & Labour

Labour Rates & Billing

Changes, Cancellations, & Last-Minute Requests

Meals, Breaks & On-Site Support

Payment & Invoicing

Still Have Questions?

That's it!

Thanks for taking the time to review how we work. Clear expectations make better events - and smoother planning for everyone involved.

Questions along the way are always welcome - we’d much rather align early than untangle things later. If anything’s unclear or you want to talk through next steps, just give us a shout.

Before moving forward, please take a quick look at our Terms & Conditions →