Event Planning Form
Initial Consultation
Client Details
Organisation
Primary Contact
First Name
Last Name
Email
example@example.com
Phone Number
-
Area Code
Phone Number
Billing Address
Street Address
Street Address Line 2
City
State / Province
Postal / Zip Code
Event Details
Type of Event
Brief Description of Event
Proposed Date/s
Proposed Time/s and Duration/s
Proposed Venues/Locations (or if unsure, style of venue/location)
Purpose of Event - include goals/objectives if known
What do you hope will be the "take-away" for those who attend?
Attendees
Who is your target audience?
How many people will be invited / expected to attend?
How will they be invited?
When will the final attendance number be known?
Are any VIPs being invited? (Politicians, CEOs, dignitaries)
Are there any transport / parking considerations?
Are there any specific access considerations or guests with special needs to accommodate?
Event Program Content
Provide an outline of the program running order (if known):
Will there be any video or other visual presentations?
No
Yes
If yes, provide details here:
Will there be any physical displays or exhibitions as part of the Event?
No
Yes
If yes, provide details here:
Resources and Catering
Are any of the following items required:
PA system for speeches
Lectern / rostrum
Staging
Special lighting
Projector
Laser pointer
Live music
Pre-recorded music
Professional MC
Entertainer (eg. character, magician, performer)
Special decor - banners, decorations, flowers, signage
Photographer or Videographer
Special furniture, display panels, plinths
Risk Planning
Other
If yes, provide full details of requirements:
Is catering required at this Event?
No
Yes
If yes, is there an in-house caterer or preferred caterer?
No
Yes
If yes, provide details:
What type of catering is required? When and for how long? What beverage options?
Will guests' dietary information be collected beforehand?
No
Yes
What catering facilities are available (if known)? Kitchen, heating equipment, refrigerators, storage etc.
What is the total budget for the Event?
Which of the following require budget allocation:
Venue hire
Payment of Presenters / Performers
Equipment Hire / Decor
Catering
Staff
Event Management
Security
Other
If available, provide a budget breakdown:
Other Considerations
Are there any special concerns or challenges with this Event?
What is the approvals process for the Event Plan?
Outline the approval timeframes for the Event (if known)
Any other details to be noted
Submit
Should be Empty: