Event Intake Form Template for South Africa

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Key Requirements PROMPT example:

Event Intake Form

"I need an Event Intake Form for a large-scale music festival planned for March 2025 in Cape Town, with an expected attendance of 15,000 people, requiring specific focus on crowd control and alcohol licensing requirements."

Document background

The Event Intake Form is a critical document used in South Africa for the initial planning and documentation of events of various scales. It serves as the primary information-gathering tool that ensures compliance with South African event safety regulations, municipal requirements, and risk management protocols. The form is designed to capture comprehensive details about the event, including organizer information, venue specifications, safety measures, and compliance requirements. It is particularly important given the requirements of the Safety at Sports and Recreational Events Act and other relevant legislation. The document helps streamline the event planning process while ensuring all necessary legal and safety considerations are addressed from the outset.

Suggested Sections

1. Event Organizer Details: Contact information and legal details of the person or organization responsible for the event

2. Event Overview: Basic event information including name, type, date, time, and purpose

3. Venue Information: Details about the event location, capacity, and facilities

4. Attendance Details: Expected number of attendees, demographic information, and ticket arrangements

5. Risk Assessment: Identification and evaluation of potential risks and hazards

6. Safety and Security: Security arrangements, emergency procedures, and evacuation plans

7. Insurance Information: Details of event insurance coverage and liability protection

8. Compliance Declaration: Confirmation of compliance with relevant laws and regulations

9. Contact Information: Emergency contacts and key stakeholder details

Optional Sections

1. Alcohol Service: Details about liquor licensing and alcohol management (required if alcohol will be served)

2. Food Service: Information about food vendors and health compliance (required for events with food service)

3. Entertainment: Details about performers, equipment, and technical requirements (for events with entertainment)

4. Temporary Structures: Information about marquees, stages, or other temporary installations (if applicable)

5. Traffic Management: Plans for vehicle access, parking, and traffic control (for large events)

6. Environmental Impact: Waste management and environmental protection measures (for outdoor events)

7. Special Requirements: Accessibility arrangements, special needs provisions, or specific cultural considerations

Suggested Schedules

1. Schedule A - Site Plan: Detailed layout of the venue including emergency exits, facilities, and key areas

2. Schedule B - Emergency Response Plan: Comprehensive emergency procedures and contact information

3. Schedule C - Vendor List: Details of all service providers and their compliance certificates

4. Schedule D - Risk Assessment Matrix: Detailed evaluation of risks and mitigation measures

5. Schedule E - Insurance Certificates: Copies of relevant insurance policies and certificates

6. Appendix 1 - Required Permits: Checklist and copies of necessary permits and licenses

7. Appendix 2 - Safety Equipment Inventory: List of safety equipment and their locations

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 and Entertainment

Hospitality

Sports and Recreation

Corporate Services

Public Sector

Tourism

Education

Non-Profit Organizations

Media and Broadcasting

Retail and Consumer Services

Relevant Teams

Events

Operations

Compliance

Risk Management

Facilities Management

Security

Public Relations

Logistics

Customer Service

Legal

Health and Safety

Relevant Roles

Event Manager

Venue Manager

Safety Officer

Compliance Officer

Risk Manager

Operations Manager

Project Coordinator

Facilities Manager

Security Manager

Municipal Events Officer

Public Relations Manager

Logistics Coordinator

Community Liaison Officer

Production Manager

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