Event Planning Client Intake Form

Event Planning Client Intake Form Template for South Africa

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Key Requirements PROMPT example:

"I need an Event Planning Client Intake Form for my corporate events company in Johannesburg that handles large-scale conferences, with special emphasis on technology requirements and compliance with POPIA, as we'll be launching new services in March 2025."

Document background

The Event Planning Client Intake Form is a crucial document used at the beginning of any event planning engagement in South Africa. It serves as the foundation for understanding client needs and expectations while ensuring compliance with South African legislation, including the Consumer Protection Act, POPIA, and the Safety at Sports and Recreational Events Act. The form collects comprehensive information about the client, event details, budget constraints, and specific requirements, which helps event planners assess the scope of work and provide accurate proposals. This document is particularly important in the South African context where consumer protection and data privacy laws require specific disclosures and consents. It helps establish clear communication channels and expectations between the event planning company and the client, while creating a paper trail for legal and operational purposes.

Suggested Sections

1. Client Information: Collection of client's personal and contact details, including business details if applicable (POPIA compliance requirements included)

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

3. Budget Information: Budget range, payment preferences, and deposit details in compliance with National Credit Act

4. Service Requirements: Checklist of required services (catering, decor, entertainment, etc.) and specific preferences

5. Venue Requirements: Specific venue needs, accessibility requirements, and technical specifications

6. Vendor Preferences: Any specific vendors the client wants to work with or avoid

7. Terms and Conditions: Standard terms including cancellation policy, payment terms, and liability limitations (Consumer Protection Act compliance)

8. Privacy Policy and Consent: POPIA-compliant privacy statement and consent for data collection and processing

9. Declaration: Client signature and date, acknowledgment of terms, electronic signature compliance statement

Optional Sections

1. Corporate Event Details: Additional information specific to corporate events including company policies and branding requirements

2. Special Dietary Requirements: Detailed section for events where catering is a major component

3. Cultural Considerations: Special cultural or religious requirements that need to be considered in event planning

4. Risk Assessment: For large-scale events requiring safety planning under the Safety at Sports and Recreational Events Act

5. Technical Requirements: Detailed technical specifications for events requiring extensive AV or production elements

6. Accommodation Requirements: For events requiring guest accommodation arrangements

7. Transportation Needs: For events requiring transport coordination for guests

Suggested Schedules

1. Schedule A: Pricing Guide: Standard pricing information and package options

2. Schedule B: Service Checklist: Detailed checklist of available services and add-ons

3. Schedule C: Venue Information Sheet: Detailed venue requirements and specifications form

4. Schedule D: Preferred Vendor List: List of recommended vendors with their specialties and contact information

5. Appendix 1: Safety Guidelines: Standard safety procedures and requirements for different types of events

6. Appendix 2: Insurance Requirements: Detailed information about required insurance coverage

7. Appendix 3: Payment Schedule Template: Standard payment milestone schedule template

Authors

Alex Denne

Head of Growth (Open Source Law) @ ��Ƶ | 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 Management

Hospitality

Entertainment

Corporate Services

Tourism

Food and Beverage

Retail

Professional Services

Non-Profit Organizations

Education

Healthcare

Relevant Teams

Operations

Sales

Client Relations

Legal

Finance

Marketing

Business Development

Customer Service

Risk Management

Account Management

Relevant Roles

Event Planner

Event Coordinator

Project Manager

Sales Manager

Client Relations Manager

Venue Manager

Operations Director

Business Development Manager

Marketing Manager

Contract Administrator

Legal Counsel

Risk Manager

Financial Controller

Customer Service Representative

Account Manager

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Let's create your Event Planning Client Intake Form

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