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Event Planning Intake Form

Event Planning Intake Form Template for Indonesia

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Key Requirements PROMPT example:

Event Planning Intake Form

"I need an Event Planning Intake Form for a three-day international technology conference to be held in Jakarta in March 2025, with capacity for 500 attendees, requiring comprehensive technical setup and multiple breakout rooms."

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Document background
The Event Planning Intake Form is a crucial document used in the Indonesian events industry to initiate the event planning process and establish clear communication between event planners and their clients. This document is particularly important in the Indonesian context, where events must comply with specific regulations including Law No. 7 of 2014 on Trade and various local government requirements for public gatherings. The form serves multiple purposes: it acts as a preliminary contract, a requirements gathering tool, and a compliance checklist. It should be used at the initial stage of event planning to capture all necessary information about the event, from basic client details to specific technical requirements, while ensuring alignment with Indonesian legal requirements for event organization. The document helps prevent misunderstandings, provides a clear scope of work, and serves as a reference point throughout the event planning process.
Suggested Sections

1. Client Information: Basic contact details of the client, including name, organization (if applicable), contact numbers, email, and billing address

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

3. Venue Requirements: Specifications for venue size, type, layout preferences, and any specific venue requirements

4. Budget Information: Overall budget range, budget breakdown preferences, and payment terms

5. Timeline and Schedule: Detailed event schedule, setup and breakdown times, and key milestone dates

6. Catering Requirements: Food and beverage preferences, dietary restrictions, service style, and timing

7. Technical Requirements: Audio-visual needs, lighting, sound systems, and other technical specifications

8. Staffing Requirements: Details of required event staff, including ushers, security, technical operators, and service staff

9. Terms and Conditions: Standard terms including cancellation policy, liability provisions, and payment terms

Optional Sections

1. Entertainment Requirements: For events requiring performers, musicians, or other entertainment elements

2. Decoration and Theme: For events requiring specific decorative elements, themes, or branding requirements

3. Transportation and Logistics: For events requiring guest transportation or complex logistics management

4. Accommodation Requirements: For multi-day events requiring guest or participant accommodation

5. Marketing and Promotion: For events requiring promotional activities or ticket sales

6. Special Permits and Licenses: For events requiring specific government permits or licenses

Suggested Schedules

1. Schedule A: Detailed Event Timeline: Minute-by-minute schedule of the event, including setup and breakdown times

2. Schedule B: Floor Plan and Layout: Detailed diagrams of venue setup, seating arrangements, and equipment placement

3. Schedule C: Menu Selection Form: Detailed catering options and selections including dietary requirements

4. Schedule D: Technical Requirements Checklist: Comprehensive list of all technical equipment and setup requirements

5. Appendix 1: Insurance Requirements: Details of required insurance coverage for the event

6. Appendix 2: Health and Safety Guidelines: Standard health and safety protocols including emergency procedures

7. Appendix 3: Vendor Contact List: Contact information for all vendors and service providers

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant legal definitions
Event
Services
Client
Event Planner
Venue
Event Date
Setup Time
Breakdown Time
Force Majeure
Deposit
Balance Payment
Cancellation
Postponement
Event Requirements
Technical Equipment
Catering Services
Guest Count
Guaranteed Minimum
Final Guest Count
Setup Requirements
Floor Plan
Service Staff
Security Personnel
Insurance Coverage
Health and Safety Protocols
Third-Party Vendors
Intellectual Property
Confidential Information
Change Request
Additional Services
Payment Schedule
Service Fee
Venue Rules
Event Timeline
Emergency Procedures
Local Authorities
Permits
Event License
Risk Assessment
Operating Hours
Clauses
Client Details
Event Details
Venue Requirements
Budget and Payment Terms
Cancellation and Postponement
Force Majeure
Health and Safety
Insurance Requirements
Liability and Indemnification
Confidentiality
Intellectual Property
Third-Party Vendors
Staffing Requirements
Technical Requirements
Catering Requirements
Security Arrangements
Emergency Procedures
Permits and Licenses
Compliance with Local Regulations
Change Management
Dispute Resolution
Governing Law
Notice Requirements
Termination
Assignment
Relevant Industries

Events and Entertainment

Hospitality

Food and Beverage

Tourism

Corporate Services

Wedding Industry

Conference and Exhibition

Sports and Recreation

Education and Training

Media and Broadcasting

Relevant Teams

Events

Operations

Sales

Client Relations

Legal and Compliance

Risk Management

Business Development

Project Management

Logistics

Customer Service

Relevant Roles

Event Planner

Event Coordinator

Project Manager

Client Relations Manager

Venue Manager

Operations Director

Sales Manager

Business Development Manager

Account Executive

Compliance Officer

Risk Manager

Wedding Planner

Conference Organizer

Festival Director

Corporate Events Manager

Industries
Law No. 7 of 2014 on Trade: Governs business operations and commercial activities in Indonesia, including event planning services and related business licenses
Law No. 8 of 1999 on Consumer Protection: Ensures protection of consumer rights and establishes obligations for service providers, including event planners, regarding service quality and contractual commitments
Government Regulation No. 16 of 2021: Covers business licensing requirements and risk-based business permits (NIB) necessary for event planning companies
Law No. 13 of 2003 on Manpower: Regulates employment relationships and worker rights, applicable to event staff hiring and management
Law No. 9 of 1998 on Freedom of Expression in Public: Regulates public gatherings and events, including permit requirements and safety protocols
Government Regulation No. 18 of 2012 on Food: Establishes food safety and handling requirements relevant for events involving food and beverage service
Regional Noise Control Regulations: Local government regulations controlling noise levels and operating hours for events in public spaces
Law No. 28 of 2014 on Copyright: Protects intellectual property rights relevant for event entertainment, music, and creative content
Minister of Health Regulation on Public Health Protocols: Establishes health and safety requirements for public gatherings and events, including post-pandemic protocols
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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