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Event Planning Intake Form

Event Planning Intake Form Template for Switzerland

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Key Requirements PROMPT example:

Event Planning Intake Form

"I need an Event Planning Intake Form for a major international corporate conference in March 2025, compliant with Swiss regulations, that includes sections for multiple vendors and must be available in English, German, and French with specific emphasis on data protection compliance."

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Document background
The Event Planning Intake Form is a crucial document used at the commencement of any event planning engagement in Switzerland. It serves as the primary tool for collecting comprehensive information about client requirements, event specifications, and planning parameters. This document ensures compliance with Swiss regulations, including the Federal Act on Data Protection and relevant cantonal event planning requirements. The form is designed to capture all necessary details for successful event execution while establishing clear expectations between parties. It typically precedes the formal event planning agreement and helps event planners assess project scope, resource requirements, and potential challenges. The document is structured to accommodate various event types, from corporate conferences to private celebrations, while maintaining alignment with Swiss business practices and legal requirements.
Suggested Sections

1. Client Information: Basic contact details, billing information, and preferred communication method

2. Event Overview: Basic event details including date, time, type of event, and estimated guest count

3. Venue Requirements: Specific venue needs, location preferences, and accessibility requirements

4. Budget Information: Expected budget range, payment terms, and deposit requirements

5. Timeline and Deadlines: Key milestones, planning schedule, and important deadlines

6. Service Requirements: Core services needed (catering, decoration, entertainment, etc.)

7. Health and Safety: Required safety measures, emergency contacts, and risk management details

8. Terms and Conditions: Standard terms including cancellation policy, liability, and insurance requirements

9. Authorization: Signature section for client approval and date

Optional Sections

1. Catering Specifications: Detailed food and beverage requirements, to be included when catering services are needed

2. Technical Requirements: AV equipment, lighting, and other technical specifications, necessary for corporate events or performances

3. Entertainment Details: Entertainment requirements and preferences, included for events requiring performers or music

4. Accommodation Requirements: Guest accommodation needs, relevant for destination events or multi-day functions

5. Transportation Services: Transport arrangements and parking requirements, added when guest transportation is needed

6. Special Needs Accommodation: Specific arrangements for accessibility or dietary requirements, included when applicable

7. Branding Requirements: Corporate branding specifications, necessary for corporate events

8. Photography/Videography: Media coverage requirements, included when documentation services are needed

Suggested Schedules

1. Schedule A - Detailed Cost Breakdown: Itemized listing of all anticipated costs and services

2. Schedule B - Event Timeline: Detailed schedule of the event day including setup and breakdown times

3. Schedule C - Vendor Contact List: List of all involved vendors and their contact information

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

5. Schedule E - Menu Options: Detailed catering choices and dietary specifications

6. Appendix 1 - Insurance Requirements: Detailed insurance requirements and liability coverage expectations

7. Appendix 2 - Terms and Conditions: Detailed terms including cancellation policies and force majeure clauses

8. Appendix 3 - Required Permits: List of necessary permits and licenses for the event

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 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

Corporate Services

Entertainment

Tourism

Food and Beverage

Professional Services

Education

Non-Profit

Retail

Banking and Finance

Technology

Healthcare

Relevant Teams

Events

Operations

Sales

Client Relations

Marketing

Administration

Procurement

Legal

Finance

Customer Service

Relevant Roles

Event Planner

Event Coordinator

Project Manager

Venue Manager

Client Relations Manager

Corporate Events Director

Wedding Planner

Conference Coordinator

Operations Manager

Sales Manager

Marketing Director

Executive Assistant

Office Manager

Administrative Coordinator

Procurement Manager

Industries









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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