Event Planning Client Intake Form Template for United Arab Emirates

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Key Requirements PROMPT example:

Event Planning Client Intake Form

"I need an Event Planning Client Intake Form for a luxury hotel chain in Dubai that handles high-end corporate events and weddings, with specific emphasis on international client requirements and cultural sensitivity provisions."

Document background

The Event Planning Client Intake Form is a crucial document used in the initial stages of event planning engagements within the United Arab Emirates. This document serves as the foundation for understanding client requirements and establishing the scope of event planning services. It is designed to collect comprehensive information about the client's event vision, requirements, and preferences while ensuring compliance with UAE federal laws and emirate-specific regulations. The form is particularly important in the UAE market, where events often need to address specific cultural considerations and obtain various regulatory approvals. It helps event planners gather necessary information for permit applications, venue selection, and service coordination while protecting both parties' interests through clear documentation of requirements and expectations.

Suggested Sections

1. Client Information: Basic contact details, business/individual status, and preferred communication methods

2. Event Overview: General information about the event type, date, time, and expected number of attendees

3. Venue Requirements: Specific venue preferences, space requirements, and technical needs

4. Budget Information: Budget range, payment terms, and preferred payment methods

5. Service Requirements: Specific services needed (catering, decoration, entertainment, etc.)

6. Timeline and Milestones: Key dates, deadlines, and planning milestones

7. Compliance Requirements: Required permits, licenses, and regulatory compliance needs

8. Terms and Conditions: Legal terms, cancellation policy, and liability provisions in accordance with UAE law

9. Data Protection Notice: Information about how client data will be collected, stored, and used as per UAE data protection laws

10. Declaration and Signature: Client acknowledgment and agreement to the terms

Optional Sections

1. Cultural Requirements: Section for specific cultural or religious considerations, particularly relevant for traditional or religious events

2. International Guest Requirements: Additional requirements for events with international attendees, including visa assistance needs

3. Special Dietary Requirements: Detailed section for events involving food service with specific dietary needs

4. Security Requirements: Additional security planning section for high-profile or large-scale events

5. Media and Photography: Section for events requiring media coverage or specific photography/videography needs

6. Corporate Branding Requirements: Detailed section for corporate events requiring specific branding elements

Suggested Schedules

1. Schedule A - Pricing Guide: Detailed breakdown of standard pricing for various services and packages

2. Schedule B - Required Documentation Checklist: List of required permits, licenses, and documentation based on event type

3. Schedule C - Venue Options: List of preferred/partner venues with specifications and facilities

4. Schedule D - Service Provider List: Pre-approved vendors and service providers with their specialties

5. Appendix 1 - Terms and Conditions: Detailed terms and conditions in compliance with UAE law

6. Appendix 2 - Cancellation Policy: Detailed cancellation and refund policies

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Hospitality

Tourism

Corporate Services

Entertainment

MICE (Meetings, Incentives, Conferences, and Exhibitions)

Retail

Education

Healthcare

Professional Services

Luxury and Lifestyle

Media and Broadcasting

Sports and Recreation

Relevant Teams

Operations

Sales

Customer Relations

Legal

Compliance

Business Development

Marketing

Client Services

Event Planning

Project Management

Relevant Roles

Event Planner

Event Coordinator

Project Manager

Client Relations Manager

Business Development Manager

Operations Director

Venue Manager

Sales Manager

Marketing Manager

Compliance Officer

Legal Counsel

Customer Service Representative

Event Sales Executive

Account Manager

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Authors

Alex Denne

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