Event Planning Client Intake Form Template for Philippines

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Key Requirements PROMPT example:

Event Planning Client Intake Form

"I need an Event Planning Client Intake Form for a three-day international corporate conference in Manila scheduled for March 2025, with emphasis on technical requirements for virtual streaming capabilities and accommodation arrangements for 200+ international delegates."

Document background

The Event Planning Client Intake Form is a crucial document used in the Philippine events industry to initiate the formal relationship between event planners and their clients. This form is designed to comply with Philippine regulations, including the Consumer Act of the Philippines (Republic Act No. 7394) and the Data Privacy Act of 2012 (Republic Act No. 10173). It serves as the primary tool for gathering comprehensive information about client requirements, event specifications, and service needs. The form helps event planners assess project scope, develop accurate quotations, and ensure all necessary legal and logistical considerations are addressed from the outset. It's particularly important in the Philippine context where events often involve multiple stakeholders and require various local permits and clearances.

Suggested Sections

1. Client Information: Basic contact details, billing information, and preferred communication methods of the client

2. Event Overview: Basic details about the event including type, date, time, estimated guest count, and general purpose

3. Venue Requirements: Preferred venue type, location preferences, and specific venue requirements

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

5. Service Requirements: Core services needed such as catering, decorations, entertainment, etc.

6. Timeline and Deadlines: Key dates, planning milestones, and deadline requirements

7. Health and Safety Requirements: Standard safety protocols, emergency contacts, and health considerations

8. Terms and Conditions: Standard terms including cancellation policy, liability limitations, and payment terms

9. Data Privacy Consent: Consent form for handling personal information in compliance with the Data Privacy Act

10. Authorization: Signature section and date of completion

Optional Sections

1. Special Dietary Requirements: For events involving food service, detailed dietary restrictions and preferences

2. Cultural Considerations: For cultural or religious events requiring specific protocols or arrangements

3. Technical Requirements: For events requiring extensive audio-visual or technical setup

4. Transportation Arrangements: For events requiring guest transportation or parking arrangements

5. International Guest Requirements: For events with international attendees requiring special arrangements

6. Insurance Requirements: For high-risk or large-scale events requiring additional insurance coverage

7. Media Coverage: For events requiring press coverage or social media coordination

Suggested Schedules

1. Schedule A: Detailed Event Timeline: Minute-by-minute breakdown of the event schedule

2. Schedule B: Vendor Contact List: List of all vendors involved with their contact information and responsibilities

3. Schedule C: Menu Selection Form: Detailed catering options and selections if applicable

4. Schedule D: Floor Plan Template: Basic layout options and space planning guidelines

5. Schedule E: Cost Breakdown: Detailed itemization of expected costs and services

6. Appendix 1: Required Permits Checklist: List of necessary permits and licenses for the event

7. Appendix 2: Emergency Procedures: Standard emergency protocols and contact information

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 and Entertainment

Hospitality

Food and Beverage

Corporate Services

Tourism

Wedding Industry

Conference and Exhibition

Education and Training

Non-profit Organizations

Religious Organizations

Relevant Teams

Operations

Sales

Client Relations

Legal and Compliance

Event Planning

Project Management

Business Development

Customer Service

Contract Administration

Venue Management

Relevant Roles

Event Planner

Event Coordinator

Project Manager

Sales Manager

Client Relations Manager

Operations Manager

Venue Manager

Wedding Planner

Conference Organizer

Corporate Events Manager

Legal Compliance Officer

Contract Administrator

Business Development Manager

Customer Service Representative

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