Event Planning Intake Form Template for England and Wales

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Key Requirements PROMPT example:

Event Planning Intake Form

"I need an Event Planning Intake Form for a large corporate conference in London with 500 attendees in March 2025, requiring sections for technical requirements, multiple breakout rooms, and international guest accommodation arrangements."

Document background
The Event Planning Intake Form is a fundamental document used at the inception of any event planning project in England and Wales. It serves as a crucial tool for gathering comprehensive information about client requirements, preferences, and constraints. The form helps event planners assess project scope, identify potential challenges, and ensure compliance with relevant UK regulations. It typically includes sections covering event specifications, budget parameters, timeline requirements, and special considerations. This document is essential for establishing clear communication and expectations between parties while creating a foundation for successful event execution.
Suggested Sections

1. Client Information: Section for collecting client contact details, including name, address, phone, email, and preferred contact method

2. Event Details: Core event information including date, time, location, type of event, and purpose

3. Guest Information: Details about expected attendees, including number of guests, demographics, and any VIP requirements

4. Budget Information: Financial details including overall budget, payment terms, and budget allocation preferences

5. Timeline Requirements: Key dates, deadlines, and milestones for event planning and execution

Optional Sections

1. Catering Requirements: Details for food and beverage service, including menu preferences, dietary restrictions, and service style

2. Entertainment Requirements: Specifications for music, performances, activities, and technical requirements

3. Special Accommodations: Information about accessibility needs, special requests, and specific accommodation requirements

4. Decor and Theme: Details about event styling, color schemes, and decorative elements

5. Security Requirements: Information about security needs, crowd control, and emergency procedures

Suggested Schedules

1. Schedule A - Venue Layout: Floor plans, seating arrangements, and setup diagrams for the event

2. Schedule B - Menu Options: Detailed catering choices, dietary requirements, and beverage selections

3. Schedule C - Terms and Conditions: Standard terms, cancellation policy, liability information, and payment terms

4. Schedule D - Insurance Requirements: Required insurance coverage details and certificates

5. Schedule E - Vendor Contact List: Contact information for all third-party vendors and service providers

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

Clauses
Relevant Industries
Relevant Teams
Relevant Roles
Industries

UK GDPR and Data Protection Act 2018: Legislation governing the collection, processing, and storage of personal data from clients. Essential for ensuring compliant handling of client information in the event planning intake form.

Consumer Rights Act 2015 and Consumer Contracts Regulations 2013: Laws protecting consumer rights when entering into contracts for services. Relevant when dealing with individual clients rather than businesses in event planning.

Health and Safety at Work Act 1974: Primary legislation for workplace health and safety, requiring risk assessments and safety measures to be documented for event planning and execution.

Food Safety Act 1990 and Food Hygiene Regulations 2006: Regulations governing food safety and hygiene standards that must be considered when catering services are part of event planning.

Licensing Act 2003: Legislation controlling the sale of alcohol, provision of entertainment, and late-night refreshments. Essential for events involving these elements.

Equality Act 2010: Law ensuring non-discrimination and accessibility requirements are met in service provision and venue selection for events.

Contract Law and Unfair Contract Terms Act 1977: Common law principles and statutory regulations governing contract formation and preventing unfair terms in business contracts.

Insurance Requirements: Legal requirements for public liability and professional indemnity insurance coverage for event planning and execution.

Local Authority Requirements: Specific regulations regarding venue usage, noise control, and temporary event notices required by local governing bodies.

Privacy and Electronic Communications Regulations 2003: Rules governing electronic communications and marketing, relevant when collecting contact details for future marketing purposes.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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