Event Planner Form

Event Planner Form

This form collects information we use to prepare a proposal for you to consider. At first, we will only ask basic questions about your requirements and dates. Once you've selected a venue from our proposal, and select that option below, you'll be able to edit your original form and complete additional questions to complete further details.
First Name:*
Last Name:*
Your Email Address*
What stage are you at in your conference/meeting planning?*

I'm searching for the most suitable venueI've received a proposal and selected a hotel
General Information
Which hotel did you select from our proposal?
What is your preferred event title?
Main Check-In Date:

DayMonthYear
Day/Month/Year
Main Check-out Date:

DayMonthYear
Day/Month/Year
Do you have a specific location (hotel/country/region) in mind for your conference?
How many total meeting rooms will you need?
What meals would you like to include?*

BB: Breakfast OnlyHB: Half Board (Breakfast and Lunch OR Dinner)FB: Full Board (All Meals)AI: All Inclusive (FB plus unlimited beverages)Other
How many attendees do you estimate in each of these age categories?
Adults (age 18+)
Children (age 0-12)
How many rooms of each type do you estimate will be needed?
Double/Twin
Single
Family
What type of coffee breaks should be included?

NoneOnce daily coffee breakTwice daily coffee break
Which conference services are you interested in?

Online RegistrationAirport TransfersOnsite Hotel LiaisonCredit Card payment processing for attendeesOnline Customized EvaluationsGroup Outings and ToursPrintingLocal supply purchasingNametagsOther
How did you hear about Sojourn?

Attended a previous eventEmail advertisementsReferred by friendWeb searchOther
Anything else we should know in order to find the right hotel and meeting space?
Meeting Details
What is a name or abbreviation recognized by your attendees that you would like posted on hotel directional signs and airport arrival signs?
Do any of your attendees need wheelchair access?

YesNoUnsure
Do you have a free day or afternoon in the schedule for organized tours and outings?
Registration Process
What registration process will you use? (We provide registration from creation and hosting free of charge and you will have all access to registrant data as it arrives. You will receive much better service and avoid no show room payment risk if we are able to provide registration services.)

Sojourn's online registration form customized with our additional questionsWe will operate our own registration and send the necessary information to Sojourn
We will create a customized form on our website for your attendees to use to register. You may choose the abbreviation for this link, up to 10 characters: (for example: meetonthemed.com/confname)
Payment and Accounting
Who will make payments to Sojourn?

Individual attendees will pay Sojourn directlyOrganizers will pay Sojourn for the entire groupOrganizers will pay Sojourn for a certain list of attendees, all other attendees will pay for themselvesOrganizers will pay for the entire group on meeting dates, attendees will pay Sojourn for extra personal nights
What would be your preferred method of payment for the deposit amount?

Organizer will pay the deposit amount by credit card (incurs 3% commission cost)Organizer will pay the deposit amount by bank wire
Do you want Sojourn to collect any additional registration fees from attendees on your behalf (incurs a 20% service fee)?

YesNo
What amount per person do you want to receive (after our 20% service fee)?
Will your group require help with hotel tipping?

YesNoMaybe
Meeting Room Setup
When will meetings start?

DayMonthYear
Date
When will meetings end?

DayMonthYear
Date
Meeting Room #1
Meeting Room Name:
Room Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 1?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 1?
Which days/times will you be using meeting room 1?
Meeting Room #2
Meeting Room 2 Name:
Room 2 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 2?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 2?
Which days/times will you be using meeting room 2?
Meeting Room #3
Meeting Room 3 Name:
Room 3 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 3?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 3?
Which days/times will you be using meeting room 3?
Meeting Room #4
Meeting Room 4 Name:
Room 4 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 4?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 4?
Which days/times will you be using meeting room 4?
Meeting Room #5
Meeting Room 5 Name:
Room 5 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 5?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 5?
Which days/times will you be using meeting room 5?
Meeting Room #6
Meeting Room 6 Name:
Room 6 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 6?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 6?
Which days/times will you be using meeting room 6?
Meeting Room #7
Meeting Room 7 Name:
Room 7 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 7?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 7?
Which days/times will you be using meeting room 7?
Meeting Room #8
Meeting Room 8 Name:
Room 8 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 8?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 8?
Which days/times will you be using meeting room 8?
Meeting Room #9
Meeting Room 9 Name:
Room 9 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 9?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 9?
Which days/times will you be using meeting room 9?
Meeting Room #10
Meeting Room 10 Name:
Room 10 Intended Usage:

Main MeetingChildcareWorkshopYouth RoomDiscussion Group
What is your preferred setup for meeting room 10?

Theatre styleRound tablesClassroom styleU shape (Boardroom)Other
How many people are expected to use meeting room 10?
Which days/times will you be using meeting room 10?
Is there anything else you would like us to know about your event?
Should be Empty:

Event Planner Form

General Information

Meeting Details

Registration Process

Payment and Accounting

Meeting Room Setup

Meeting Room #1

Meeting Room #2

Meeting Room #3

Meeting Room #4

Meeting Room #5

Meeting Room #6

Meeting Room #7

Meeting Room #8

Meeting Room #9

Meeting Room #10