Event Planning Client Intake Form Template for Australia

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Key Requirements PROMPT example:

Event Planning Client Intake Form

"I need an Event Planning Client Intake Form for my corporate events company based in Sydney, focusing on technology conferences and trade shows, with specific sections for AV requirements and cybersecurity compliance."

Document background

The Event Planning Client Intake Form is a crucial document used in the Australian events industry to establish the initial scope and requirements of an event planning project. This form serves as the primary information-gathering tool for event planners, helping them understand client needs, preferences, and expectations while ensuring compliance with Australian federal and state regulations. The document is designed to capture comprehensive information about the client, event details, service requirements, budget parameters, and specific preferences, while incorporating necessary legal provisions and privacy notices as required by Australian law. It forms the foundation for subsequent event planning documentation and helps in creating accurate proposals and contracts.

Suggested Sections

1. Client Information: Basic contact details, including name, address, phone, email, and preferred contact method

2. Event Overview: Basic event details including date, time, type of event, and estimated guest count

3. Venue Requirements: Preferred venue type, location preferences, accessibility needs, and capacity requirements

4. Budget Information: Overall budget range, preferred payment schedule, and deposit details

5. Timeline and Deadlines: Key milestone dates, planning timeline, and deadline requirements

6. Service Requirements: Core services needed (catering, decoration, entertainment, etc.)

7. Risk Assessment: Initial risk considerations, insurance requirements, and safety concerns

8. Terms and Conditions: Standard terms including cancellation policy, payment terms, and liability provisions

9. Privacy Notice: Information about how client data will be collected, stored, and used

10. Declaration: Client acknowledgment and signature section

Optional Sections

1. Catering Requirements: Detailed food and beverage preferences, dietary restrictions, and service style. Include when food service is required.

2. Entertainment Specifications: Entertainment preferences, technical requirements, and schedule. Include for events requiring entertainment.

3. Accommodation Needs: Guest accommodation requirements and preferences. Include for multi-day events or when accommodation booking is needed.

4. Transportation Requirements: Transport needs for guests or materials. Include when transportation services are required.

5. Cultural Considerations: Specific cultural requirements or preferences. Include for cultural events or when specifically requested.

6. Sustainability Preferences: Environmental considerations and sustainable event options. Include when sustainability is a priority.

7. COVID-19 Protocols: Specific health and safety measures required. Include during pandemic conditions or when health concerns are prevalent.

Suggested Schedules

1. Schedule A: Pricing Guide: Detailed breakdown of standard service prices and packages

2. Schedule B: Vendor List: Pre-approved vendors and suppliers with their services and contact information

3. Schedule C: Venue Options: List of partner venues with specifications and pricing

4. Schedule D: Insurance Requirements: Detailed insurance requirements and coverage options

5. Appendix 1: Sample Timeline: Template timeline for different event types

6. Appendix 2: Terms Glossary: Definitions of technical terms used in the form

7. Appendix 3: Checklist: Standard event planning checklist for client reference

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

Events Management

Hospitality

Tourism

Corporate Services

Entertainment

Food and Beverage

Education

Non-profit

Retail

Professional Services

Wedding Industry

Sports and Recreation

Relevant Teams

Operations

Sales

Client Relations

Events Planning

Business Development

Marketing

Legal

Finance

Customer Service

Project Management

Relevant Roles

Event Planner

Event Coordinator

Wedding Planner

Corporate Events Manager

Conference Coordinator

Venue Manager

Client Relations Manager

Operations Manager

Sales Manager

Business Development Manager

Project Manager

Account Executive

Marketing Coordinator

Hospitality Manager

Events Director

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