HB New Meeting Request Form

Client Details:

Organization Name

Contact Full Name

First NameLast Name

Contact Title

Phone Number

E-mail

example@example.com

When do you need the information for review?

Date

When do expect to have the contract complete?

Date

Meeting Details:

Meeting Name

Preferred First Day

Date

Preferred Last Day

Date

Preferred Date Pattern (ie. Mon-Tues or Sat-Sun)

Are your dates flexible?

YesNo

If yes, within what date range?

Number of Participants

Destinations Under Consideration (Note that while we can look at more, we typically like to stick to the top three)

	Destination	Downtown	Outside Downtown
Destination 1
Destination 2
Destination 3
Destination 4
Destination 5

What tier of property are you looking for

Have we done this program together in past years?

YesNo

Are the details the same as past times we have worked on this program?

YesNo

Perfect - I will send out a copy of the old RFP with new dates and/or location. If there are any minor changes please email them to me at kboyd@helmsbriscoe.com

Guestroom Needs:

What are your guestroom requirements?*

	Day of the Week	Check if required	Number of Rooms to be contracted
2 Days Pre Event
1 Day Pre Event
Event Day 1
Event Day 2
Event Day 3
1 Day Post Event
2 Days Post Event

Do you need any of the following (please provide details below):

Hospitality SuiteVIP Suite(s)Staff RoomsOther

Details about suites/VIP's/staff:

What is your guestroom budget per night?

Meeting Needs:

Do you need meeting space?

YesNo

Meeting Space Needs

	Day of the Week	Main Meeting	# People	Setup	Office	Storage	Registration
Event Day 1
Event Day 2
Event Day 3
Event Day 4

Do you need breakout rooms?

YesNo

Breakout Space Needs

	Day of the Week	Number of Breakout Rooms	# People	Setup
Event Day 1
Event Day 2
Event Day 3
Event Day 4

Do you need Exhibit space?

YesNo

Exhibit Space Needs

	Day of the Week	# Booths	Tabletop	8*10	10*10
Event Day 1
Event Day 2
Event Day 3
Event Day 4

Food and Beverage Needs:

What are your F&B requirements (check all that are required)?

	Day of the Week	Breakfast	AM Break	Lunch	PM Break	Reception	Dinner
Event Day 1
Event Day 2
Event Day 3
Event Day 4

What is your F&B budget?

Special Requests:

Concessions required, something unique to your meeting the venue would need to know, etc.

Please attach an old contract if available- this is one of the best ways we can learn about your program needs.

HB Meeting Request Form

Timeline:

Attachment: