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Event Planning Intake Form
"I need an Event Planning Intake Form for a corporate technology conference with 500 attendees in March 2025, requiring detailed sections on AV equipment requirements and virtual streaming capabilities."
1. Client Information: Basic contact details, organization info, and billing information
2. Event Details: Date, time, location, expected attendance, and event type
3. Budget Information: Budget range, payment terms, and deposit requirements
4. Timeline: Key deadlines and milestones for event planning
5. Service Requirements: Core services needed (venue, catering, decor, etc.)
1. Special Accommodations: ADA requirements or special needs, used when accessibility considerations are needed
2. Entertainment Requirements: Music, performers, or activities, used when entertainment is part of the event
3. Technology Needs: AV equipment, wifi, streaming requirements, used for tech-dependent events
4. Security Requirements: Security personnel or measures, used for large events or VIP attendance
1. Venue Layout: Floor plans and seating arrangements
2. Vendor List: Preferred or required vendors with contact information
3. Menu Options: Catering choices and dietary restrictions
4. Insurance Requirements: Detailed insurance specifications and certificates needed
Authors
Services
Client
Event Planner
Venue
Event Date
Setup Time
Breakdown Time
Expected Attendance
Budget
Deposit
Payment Schedule
Force Majeure
Cancellation
Vendors
Equipment
Deliverables
Timeline
Service Period
Additional Services
Requirements
Special Accommodations
Emergency Contact
Insurance Coverage
Liability
Authorized Representative
Event Staff
Scope of Work
Change Order
Confidential Information
Scope of Services
Payment Terms
Cancellation Policy
Liability and Insurance
Force Majeure
Confidentiality
Health and Safety
Venue Requirements
Vendor Management
Timeline and Deadlines
Client Responsibilities
Event Planner Responsibilities
Changes and Modifications
Emergency Procedures
Intellectual Property
Photography and Recording Rights
Permits and Licenses
Food and Beverage
Equipment and Rentals
Security Arrangements
Accessibility Requirements
Weather Contingency
Dispute Resolution
Termination Rights
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