Event Intake Form Template for Philippines

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Key Requirements PROMPT example:

Event Intake Form

"I need an Event Intake Form for a three-day corporate tech conference planned for March 2025 in Manila, with specific emphasis on technical requirements for hybrid streaming capabilities and compliance with Philippine data privacy laws."

Document background

The Event Intake Form serves as the primary document for gathering detailed information about planned events in the Philippines. It is designed to be used at the initial stage of event planning, ensuring all critical information is collected in compliance with Philippine regulations, particularly the Data Privacy Act of 2012 and local government requirements. The form includes sections for client information, event specifications, technical requirements, and budget considerations, while incorporating necessary health and safety protocols. This document is essential for establishing clear communication between event service providers and clients, forming the basis for subsequent detailed agreements and ensuring all necessary permits and requirements are identified early in the planning process.

Suggested Sections

1. Client Information: Basic details of the person or organization booking the event, including contact information and billing details

2. Event Overview: Key event details including type, date, time, expected attendance, and primary purpose

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

4. Budget Information: Expected budget range, payment terms, and breakdown of major cost categories

5. Technical Requirements: Audio-visual needs, electricity requirements, internet connectivity, and other technical specifications

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

7. Timeline & Schedule: Detailed program flow, setup times, and breakdown schedule

8. Health & Safety: Current health protocols, emergency contacts, and safety requirements

9. Data Privacy Notice: Statement of compliance with Data Privacy Act and how collected information will be used

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

Optional Sections

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

2. Transportation & Logistics: For events requiring guest transportation or complex logistics management

3. Accommodation Requirements: For multi-day events requiring hotel or lodging arrangements

4. Security Requirements: For large-scale events or those with VIP guests requiring additional security measures

5. Marketing & Promotion: For events requiring promotional support or specific branding requirements

6. Special Permits: For events requiring specific local government or special permits

7. Virtual Component: For hybrid events requiring online streaming or virtual participation options

Suggested Schedules

1. Schedule A - Venue Layout: Detailed floor plans and setup diagrams

2. Schedule B - Technical Rider: Detailed technical specifications and requirements

3. Schedule C - Menu Selection: Detailed catering options and selections

4. Schedule D - Cost Breakdown: Detailed budget and pricing information

5. Schedule E - Required Permits: List of necessary permits and documentation

6. Schedule F - Insurance Requirements: Required insurance coverage and certificates

7. Schedule G - Health Protocol Checklist: Current health and safety requirements checklist

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

Events & Entertainment

Hospitality

Corporate Services

Tourism

Food & Beverage

Education

Non-Profit & Charitable Organizations

Retail & Consumer Services

Media & Broadcasting

Sports & Recreation

Relevant Teams

Events

Operations

Sales

Client Relations

Business Development

Marketing

Customer Service

Administration

Project Management

Venue Management

Relevant Roles

Event Manager

Event Coordinator

Project Manager

Sales Manager

Account Executive

Operations Manager

Venue Manager

Client Relations Manager

Business Development Manager

Conference Coordinator

Wedding Planner

Corporate Events Specialist

Marketing Manager

Customer Service Representative

Administrative Assistant

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