From 707ba70e875aa5ed808e8d4e5cda7ba091d10968 Mon Sep 17 00:00:00 2001 From: Abegail Piencenaves Date: Wed, 13 May 2026 23:13:37 +0800 Subject: [PATCH 1/2] Enhance summit.md with vendor management details Added guidelines for vendor management and payment tracking for the summit. --- src/handbook/peopleops/summit.md | 13 +++++++++++++ 1 file changed, 13 insertions(+) diff --git a/src/handbook/peopleops/summit.md b/src/handbook/peopleops/summit.md index 4375a8971f..0b374bd7dc 100644 --- a/src/handbook/peopleops/summit.md +++ b/src/handbook/peopleops/summit.md @@ -23,6 +23,8 @@ dinners and lunches. Each employee is then responsible for booking their own fli and travel arrangements. Please check in with the summit organizer on your own personal budget, as this will differ person-to-person and be a factor of each employee's location. +Prepare at least 10 weeks in advance in canvassing for vendors and expenses for activites, food, and venue. + See the [Travel handbook](/handbook/peopleops/travel/) for policies on flights, visas, extended stays, and bringing family. Other expenses whilst performing duties as employee [are reimbursed](/handbook/peopleops/expenses/#expenses) if within the scope of the summit. @@ -149,6 +151,17 @@ Additional, preferred, requirements: - Space for individual work, and to take calls with prospects. - Lunch provided. +### Vendor Management + +Reach out to vendors at least 8 weeks before the summit. Before signing anything, make sure there is clarity on their catering policy (some venues don't allow outside food or drink), cancellation terms, how they accept payment, and when to expect a final invoice. + +Create a vendor playbook for the on-site coordinator, covering each vendor's name, what they're covering, the date, a contact name and number, and where payments stand. Keep it updated as things get paid and get it to the on-site lead at least 48 hours before the summit starts. + +Keep all payments in one spreadsheet tracker. Flag any overpayment or overdue balance. +- Some vendors won't issue a refund until after the event, so ensure that there is a paper trail. +- If the group size shifts after the initial booking, follow up with the vendor get a revised confirmation before paying. + + ### Entertainment Entertainment is a very important part of the summit. To-date, we have generally split From ea579820fc2b3aa2ec7f8ba3a7375463f48609c0 Mon Sep 17 00:00:00 2001 From: Zeger-Jan van de Weg Date: Tue, 19 May 2026 09:07:21 -0700 Subject: [PATCH 2/2] Update src/handbook/peopleops/summit.md --- src/handbook/peopleops/summit.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/src/handbook/peopleops/summit.md b/src/handbook/peopleops/summit.md index 0b374bd7dc..d59ecf8f7d 100644 --- a/src/handbook/peopleops/summit.md +++ b/src/handbook/peopleops/summit.md @@ -23,7 +23,7 @@ dinners and lunches. Each employee is then responsible for booking their own fli and travel arrangements. Please check in with the summit organizer on your own personal budget, as this will differ person-to-person and be a factor of each employee's location. -Prepare at least 10 weeks in advance in canvassing for vendors and expenses for activites, food, and venue. +Prepare at least 10 weeks in advance when canvassing for vendors and expenses for activites, food, and venue. See the [Travel handbook](/handbook/peopleops/travel/) for policies on flights, visas, extended stays, and bringing family.