Event manager
Marketing director
Procurement manager
Legal counsel
Finance business partner
VP of marketing
When venues or vendors require contracts for events. When event budgets require financial approval. When liability and insurance terms need legal review. When multi-vendor events require coordinated procurement. Ideal for corporate events, marketing programs, trade shows, and any organization managing significant event spend.
Event planners identify vendors and negotiate terms. Procurement reviews vendor selection and pricing. Legal evaluates contract terms and liability. Finance validates budget alignment. Management authorizes significant commitments.
Controlled event spend with proper authorization for all contracts Protected organization through appropriate contract terms Coordinated vendor management across event requirements Clear commitment records for budget tracking and payment
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo's flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Contract submission
The process begins when an event contract is submitted for approval including the vendor agreement, event details, pricing, and relevant terms. AI agents may validate against event budget and flag unusual terms or pricing.
Procurement review
Procurement reviews the vendor selection, pricing competitiveness, and compliance with procurement policies. They assess whether competitive bids were obtained and whether pricing is reasonable for services.
Legal review
Legal evaluates contract terms including liability provisions, cancellation terms, insurance requirements, and indemnification clauses. They negotiate modifications to protect the organization and approve compliant terms.
Budget validation
Finance validates that the contract fits within approved event budget. They assess total event spend, payment terms, and any financial exposure. Budget overages require additional approval.
Authorization and execution
Based on contract value and terms, appropriate authorization is obtained. Approved contracts are executed and vendors notified. Payment schedules are established and tracked against deliverables.
This process relies on vendor contracts, event budgets, procurement policies, and vendor information. Triggers include vendor negotiations, event planning milestones, or renewal dates. Integration with contract management systems, procurement platforms, and event management tools supports contract lifecycle.
Key decision points include determining whether vendor selection is appropriate, whether terms adequately protect the organization, whether pricing fits budget, and whether the commitment should be authorized.
Contracts signed without legal review exposing organization to liability. Budget commitments made without finance validation. Cancellation terms unfavorable causing losses. Multiple contracts not coordinated for same event.
Orchestrates contract review across event, legal, and finance teams with clear approval paths
AI agents validate contracts against budget and flag unusual terms
Coordinates multi-vendor procurement for comprehensive events
Tracks contract commitments and payment schedules
