New Biz to Active Project Handoff — Reference Example (Uber Calgary)

Overview

The handoff document is used when a project transitions from the BD/pitch phase to active production. It ensures the production team has full context on what was sold, what was promised, and what the client expects. Based on the Uber Calgary Stampede 2026 handoff.

What the Handoff Document Should Include

1. Project Overview: Client, project name, dates, location, budget range
2. What Was Sold: Summary of the approved proposal — scope, deliverables, and any client-specific requests
3. Budget Summary: Approved budget breakdown (OOP, services, margin targets)
4. Key Client Contacts: Names, roles, email, communication preferences
5. Client Expectations: Specific deliverables, timelines, and approval processes discussed during the pitch
6. Open Items: Anything unresolved from the pitch phase that production needs to address
7. Creative Direction: Approved creative concepts, mood boards, or references
8. Risks & Considerations: Known risks, tight timelines, budget constraints, or political sensitivities

Handoff Process

1. BD/Account Lead completes the handoff document
2. Schedule a 60-minute handoff meeting with the production team
3. Walk through every section of the document
4. Production Lead asks clarifying questions and documents action items
5. Handoff document saved in the project's Drive folder
6. Production Lead initiates the Kickoff Checklist

Best Practices

• Complete the handoff within 48 hours of project award
• Include the BDPM, Account Lead, and Production Lead at minimum
• Be explicit about what was NOT included in the scope — this prevents scope creep
• Flag any verbal commitments made to the client that aren’t in the written proposal