Event Planning Client Intake Form

Event Planning Client Intake Form Template for India

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Key Requirements PROMPT example:

"I need an Event Planning Client Intake Form for my luxury wedding planning business in Mumbai, focusing on high-end clientele with international guests, including sections for cultural requirements and multilingual service options."

Document background

The Event Planning Client Intake Form is a crucial document used in the Indian events industry to initiate the formal relationship between event planning companies and their clients. This form serves as the foundation for event planning services, collecting vital information about client requirements, event specifications, and budget parameters. It is designed to comply with Indian contract law, particularly the Indian Contract Act, 1872, and the Consumer Protection Act, 2019. The document is typically used at the first substantial interaction with a potential client, gathering information necessary for proposal development and project planning. It includes sections for basic client information, event details, service requirements, and various optional components for specialized events, along with necessary legal disclaimers and terms of service. The form is structured to protect both parties' interests while ensuring transparent communication and clear expectations from the outset of the planning process.

Suggested Sections

1. Client Information: Basic contact details, including name, address, phone, email, and preferred contact method

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

3. Budget Information: Expected budget range, payment preferences, and deposit terms

4. Service Requirements: Core services needed (venue selection, catering, decor, entertainment, etc.)

5. Timeline Requirements: Key dates and deadlines, including planning milestones and vendor booking deadlines

6. Special Considerations: Accessibility needs, dietary restrictions, cultural considerations, or specific concerns

7. Terms and Conditions: Basic terms including cancellation policy, liability limitations, and payment terms

8. Privacy Policy: Information about how client data will be collected, stored, and used

9. Signature Block: Space for client signature, date, and acknowledgment of terms

Optional Sections

1. Vendor Preferences: For clients who want to specify preferred vendors or have existing vendor relationships

2. Corporate Requirements: For corporate events requiring additional documentation, tax information, or company policies

3. International Guest Considerations: For events with international attendees requiring visa assistance or special arrangements

4. COVID-19 Protocols: Current health and safety measures, vaccination requirements, or contingency plans

5. Sustainability Preferences: For clients interested in eco-friendly event options and waste management

6. Media Requirements: For events requiring photography, videography, or social media coverage

7. Security Requirements: For high-profile events or those requiring additional security measures

Suggested Schedules

1. Schedule A: Pricing Guide: Detailed breakdown of service packages, pricing tiers, and additional costs

2. Schedule B: Payment Schedule: Detailed payment timeline, installment amounts, and payment methods

3. Schedule C: Vendor List: Pre-approved vendor list with contact information and service categories

4. Appendix 1: Insurance Requirements: Detailed insurance requirements and coverage expectations

5. Appendix 2: Venue Guidelines: Standard venue requirements and restrictions

6. Appendix 3: Emergency Contact Form: Secondary contacts and emergency procedures form

7. Appendix 4: Detailed Event Timeline Template: Template for creating detailed day-of timeline and schedule

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 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

Corporate Services

Wedding Industry

Tourism

Education and Training

Non-Profit Organizations

Sports and Recreation

Media and Broadcasting

Food and Beverage

Relevant Teams

Operations

Sales

Client Relations

Legal

Finance

Marketing

Business Development

Risk Management

Customer Service

Project Management

Relevant Roles

Event Planner

Event Coordinator

Client Relations Manager

Sales Manager

Operations Director

Venue Coordinator

Contract Administrator

Business Development Manager

Account Executive

Project Manager

Legal Compliance Officer

Risk Management Specialist

Customer Service Representative

Marketing Manager

Finance Manager

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