Event Detail Sheet

2023 Event Detail Sheet
Confirmed details are imperative when creating your event flyer. If portions of your event are still TBD, please wait to complete the "Event Detail Sheet" until everything has been finalized. If you need assistance in finalizing details, please contact Joanna DesRosiers at jdesrosiers@williams-syndrome.org or call 248-244-2229. *Please refrain from securing any venue with fees associated until confirming details with the WSA Staff.
First Name:*
Last Name:*
Street Address:*
City:*
State:*
Zip Code:*
E-mail Address: (this e-mail address will be listed on the flyer)*
example@example.com
Phone Number: (this number will be listed on the flyer)*
Are you a member of the WSA?*

YesNo
Is this a repeat event? (Example: Annual Fall Fest, Semi-annual

Type option 1Type option 2Type option 3Type option 4
Are you working with an additional Coordinator?*

YesNo

Additional Coordinator First Name:
Additional Coordinator Last Name:
Additional Coordinator Phone Number:
Additional Coordinator E-mail Address:
example@example.com
Do you want both coordinators contact information to be listed on the flyer?

YesNo

What type of event are you planning?*

Golf OutingPickleball TournamentCelebrationPoker RunWorkplace FundraiserSchool FundraiserOutdoor ConcertGala or auction

What is the date of the event? (minimum 8 weeks lead time from RSVP date)*

MonthDayYear
Date
Event Start Time*

:HourMinutesAM/PM Option
Event End Time*

:HourMinutesAM/PM Option
Location Name:*
Location Street Address:*
Location City:*
Location State:*
Location Zip:*
Location Phone Number: (if applicable)
Location website: (if applicable)
Name of contact person at location: (if applicable)
E-mail Address of contact person at location: (if applicable)
Does the location require a signed contract?*

YesNo
If the answer to the above was "Yes" please DO NOT sign a contract on behalf of the WSA. Please provide us with a short summary of the details, and the name and number of the contact at the venue.
Have you contacted the venue to secure a date? *Note any venue fees must be approved in advance through the WSA staff

Yes, I am currently holding a date. But, I need to finalize payment or other details.Yes, the date has been secured. No payment was required, and I do not need assistance.No
Does the location require a certificate of liability/insurance?*

NoI need more information from the WSA staff about what is allowable for my event.
Does the location have a rental fee? If so, please only book the venue once WSA approves.*

YesNo
What is the Rental Fee?

Are you asking guests to provide anything? Please give a description. (example: Movie Night, bring your own chairs/blankets & snacks)
Is there entertainment? Please give a description. (Music,
Do you have a theme in mind for the flyer? (fall, carnival, Winter, etc)

The WSA can reimburse payments only on pre-approved items discussed with the WSA staff. Registration fees and/or sponsors must cover the event costs in full. This includes venue fees, entertainment, food and drink, and all other event related needs.

Approved reimbursments must be submitted within 2 weeks of the event. In order to be processed, you must complete the form and submit all reciepts/invoices.
How can the WSA best support your event?

Sponsor Request Template2023 Guide to Reaching out to SponsorsCoordinator ManualDigital Flyer TemplateReimbursement Form
Once you have made your selection above, Please outline specific details regarding your request.

For each event that requires an RSVP and/or pre-registration, the WSA will provide an event specific on-line registration page and link. From this page/link we will be able to collect names, number of attendees, and any attendee fees related to the event.
Any expenses (food, entertainment, etc.) need to be fully covered by registration fees or sponsors. Please call the office if you would like to discuss the event registration fee.
Does your event require an RSVP or pre-registration?*

YesNo
Are there attendee fees related to this event?*

YesNo
Are fees being collected via online registration?*

YesNo
If you selected "Yes" to RSVP/Registration, what information do you need to collect? (number attending, attendees names, fees, etc...)
If you selected "Yes" to attendee fees, please offer further description, and/or fee amount.
Does the location/venue have a maximum capacity? If so, please list the number below.
What elements are included with the registration (activities, game participation, entertainment)
Are there optional items/activities available for additional purchase at the event. If so, list the items and the fees associated to them.
When selecting a registration/RSVP by date, consider all of the elements: Does the venue require a final head count in advance?
RSVP Date:*

MonthDayYear
Date