Event Intake Form Template for Australia

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Key Requirements PROMPT example:

Event Intake Form Template

"I need an Event Intake Form Template for a large corporate conference in Sydney planned for March 2025, which must include sections for multiple vendor management, technical requirements for live streaming, and comprehensive risk assessment documentation."

Document background

The Event Intake Form Template has been developed to address the growing need for standardized event documentation in Australia. This document serves as a crucial tool for gathering comprehensive information about planned events, ensuring compliance with Australian federal, state, and local regulations. The template is designed to capture all necessary details including event specifications, risk assessments, insurance requirements, and operational needs. It helps organizations maintain proper documentation for legal and insurance purposes while streamlining the event planning process. The form is particularly valuable for ensuring compliance with Work Health and Safety regulations, privacy laws, and local council requirements, making it an essential tool for any organization involved in event planning and management in Australia.

Suggested Sections

1. Event Organizer Information: Basic details about the person or organization running the event, including contact information and business/organization details

2. Event Details: Core event information including name, date, time, location, and expected attendance

3. Venue Requirements: Specific venue needs, setup requirements, and space allocation

4. Risk Assessment: Basic risk evaluation and safety considerations for the event

5. Insurance Information: Required insurance details and coverage confirmation

6. Budget Overview: Basic financial information including estimated costs and revenue

7. Marketing and Promotion: Basic promotional plans and branding requirements

8. Emergency Contacts: List of primary and secondary emergency contacts for the event

9. Compliance Declaration: Statement of compliance with relevant regulations and acceptance of terms

Optional Sections

1. Food and Beverage Services: Details about catering, food handling, and beverage service requirements. Include when food/drinks are being served

2. Entertainment Requirements: Information about performers, equipment needs, and scheduling. Include for events with entertainment

3. Security Requirements: Security staff requirements and protocols. Include for large events or those with specific security needs

4. Accessibility Provisions: Detailed accessibility requirements and accommodations. Include when specific accessibility needs must be addressed

5. Transportation and Parking: Transport arrangements and parking requirements. Include for large venues or when parking is limited

6. Technical Requirements: AV equipment, lighting, and other technical needs. Include for events requiring technical setup

7. Vendor Information: Details of external vendors and their requirements. Include when external suppliers are involved

8. Sponsorship Details: Sponsorship arrangements and requirements. Include for sponsored events

Suggested Schedules

1. Schedule A - Venue Layout Plan: Detailed floor plans and setup diagrams

2. Schedule B - Risk Assessment Checklist: Comprehensive risk assessment form

3. Schedule C - Emergency Response Plan: Detailed emergency procedures and contact protocols

4. Schedule D - Insurance Requirements: Specific insurance coverage requirements and documentation

5. Schedule E - Equipment Inventory: Detailed list of required equipment and specifications

6. Appendix 1 - Local Authority Permits: Templates for required local authority permits and applications

7. Appendix 2 - Supplier Agreement Templates: Standard agreements for vendors and suppliers

8. Appendix 3 - Safety Checklists: Comprehensive safety verification checklists

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Entertainment

Corporate Services

Hospitality

Education

Non-profit

Government

Sports and Recreation

Arts and Culture

Professional Services

Retail

Relevant Teams

Events

Operations

Risk Management

Compliance

Facilities

Marketing

Production

Customer Service

Security

Legal

Relevant Roles

Event Manager

Event Coordinator

Venue Manager

Operations Manager

Risk Management Officer

Compliance Officer

Project Manager

Conference Coordinator

Festival Director

Corporate Events Planner

Wedding Planner

Facilities Manager

Production Manager

Community Events Coordinator

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