Event Request Form

Virtual Event Coordinators

Client Form
Welcome!

We're so excited to help you create a seamless, stress-free virtual event.

This form helps us understand your vision and what support you need so we can provide a quote and (if you choose to move forward) set your event up perfectly.

We aim to respond within 24-48 hours. However, if you have any questions in the meantime, please contact the team at hello@virtualeventcoordinators.com.
Your Details
Your Full Name:

First NameLast Name
Your Organisation:
Your Email Address:
example@example.com
Your Phone Number (Optional):
Please enter a valid phone number.
Event Overview
Event Title:
Event Date:

MonthDayYear
Event Start Time:
Event End Time:
Time Zone:
Event Type:

WebinarWorkshopConferenceNetworkingPanel DiscussionOther
Expected Number of Attendees:
Event Summary:
Event Setup
Do you need a registration page set up?

YesNo
Registration Open Date:

MonthDayYear
Date
Registration Close Date:

MonthDayYear
Date
Ticket Types:
Free, Paid, Donations - include pricing if applicable.
Max Number of Attendees:
Custom Registration Questions:
Any specific info you want to collect from attendees?
Event Branding:

Logos, colour scheme, banner images - please share any assets.
Cancelof
Event Agenda/Schedule:

Cancelof
Coordination with Your Marketing Team
Do you want us to liaise with your marketing team to provide event links and details for promotion?

YesNo
Marketing Team Contact Name:

First NameLast Name
Marketing Team Contact Email:
example@example.com
Registration Monitoring
Would you like us to monitor registrations and provide updates?

YesNo
Preferred Update Frequency:

DailyWeeklyOther
Accessibility Services
Do you want us to manage accessibility services for this event?

YesNoOnly if registrants indicate accessibility requirements
Accessibility Requirements:

Live CaptionsInterpreting ServicesTranscripts Post-EventOther
Do you want us to source and provide quotes for these services?

YesNo
Finance Department Contact for Accessibility Invoices:

First NameLast Name
Finance Department Contact Email:
example@example.com
Speaker Management
Do you already have confirmed speakers?

YesNo
If yes, please list speaker names and contact info:
Would you like us to source and coordinate speakers for your event?

YesNo
Speaker Requirements:
Topic expertise, diversity, location, availability, budget.
Do you want us to collect speaker bios, headshots, and session descriptions?

YesNo
Technical Setup
Preferred Virtual Platform:

ZoomTeamsGoogle MeetOther
Would you like us to create the meeting link and calendar invite?

YesNo
Do you need any pre-event tech rehearsal?

YesNo
Preferred date for tech rehearsal:

MonthDayYear
Date
Preferred time for tech rehearsal:
Tech support needed during the event:

Managing Breakout RoomsSpotlighting SpeakersManaging Q&A and ChatTroubleshooting Attendee Tech IssuesOther
Event Communications
Do you want us to draft and schedule event-related communications?

YesNo
Emails we can create: (Tick all that apply)

Registration Confirmation EmailEvent Reminder EmailFinal Event Details (Day before the event)Post-Event Thank You & Follow Up Email
Event Day Support
Do you want us to provide live technical support during the event?

YesNo
Our Role During the Event: (Tick all that apply)

Opening and Closing the SessionIntroducing SpeakersManaging Breakout RoomsSpotlighting Speakers and PanelistsModerating Q&A and ChatTroubleshooting Attendee Access Issues
Post-Event Services
What follow-up services would you like? (Tick all that apply)

Recording & Distributing the SessionSending Slide Packs to AttendeesSharing the Attendee List & ContactsProviding an Event Report (Attendance, Engagement, Feedback)Providing Transcripts & Accessibility Materials
Payment and Invoicing
Do you require a formal quote before proceeding?

YesNo
Finance Department Contact for Our Invoice:

First NameLast Name
Finance Department Email:
example@example.com
For Accessibility or Speaker Services:

We'll source quotes and get your approval before proceeding. Once approved, we'll send their invoices directly to your finance team for payment.
Final Details
Anything Else We Should Know About This Event?
Special requests, additional services, etc.
Thank you for filling this out - we know it's a lot, but it'll save so much time back and forth later. We'll review everything and get back to you ASAP with next steps. We can't wait to help you run an incredible event!
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Virtual Event Coordinators

Your Details

Event Overview

Event Setup

Coordination with Your Marketing Team

Registration Monitoring

Accessibility Services

Speaker Management

Technical Setup

Event Communications

Event Day Support

Post-Event Services

Payment and Invoicing

Final Details