The Event Planning Intake Form is a crucial document used in the Indonesian events industry to initiate the event planning process and establish clear communication between event planners and their clients. This document is particularly important in the Indonesian context, where events must comply with specific regulations including Law No. 7 of 2014 on Trade and various local government requirements for public gatherings. The form serves multiple purposes: it acts as a preliminary contract, a requirements gathering tool, and a compliance checklist. It should be used at the initial stage of event planning to capture all necessary information about the event, from basic client details to specific technical requirements, while ensuring alignment with Indonesian legal requirements for event organization. The document helps prevent misunderstandings, provides a clear scope of work, and serves as a reference point throughout the event planning process.
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1. Client Information: Basic contact details of the client, including name, organization (if applicable), contact numbers, email, and billing address
2. Event Overview: General information about the event including type, date, time, expected number of attendees, and event purpose
3. Venue Requirements: Specifications for venue size, type, layout preferences, and any specific venue requirements
4. Budget Information: Overall budget range, budget breakdown preferences, and payment terms
5. Timeline and Schedule: Detailed event schedule, setup and breakdown times, and key milestone dates
6. Catering Requirements: Food and beverage preferences, dietary restrictions, service style, and timing
7. Technical Requirements: Audio-visual needs, lighting, sound systems, and other technical specifications
8. Staffing Requirements: Details of required event staff, including ushers, security, technical operators, and service staff
9. Terms and Conditions: Standard terms including cancellation policy, liability provisions, and payment terms
1. Entertainment Requirements: For events requiring performers, musicians, or other entertainment elements
2. Decoration and Theme: For events requiring specific decorative elements, themes, or branding requirements
3. Transportation and Logistics: For events requiring guest transportation or complex logistics management
4. Accommodation Requirements: For multi-day events requiring guest or participant accommodation
5. Marketing and Promotion: For events requiring promotional activities or ticket sales
6. Special Permits and Licenses: For events requiring specific government permits or licenses
1. Schedule A: Detailed Event Timeline: Minute-by-minute schedule of the event, including setup and breakdown times
2. Schedule B: Floor Plan and Layout: Detailed diagrams of venue setup, seating arrangements, and equipment placement
3. Schedule C: Menu Selection Form: Detailed catering options and selections including dietary requirements
4. Schedule D: Technical Requirements Checklist: Comprehensive list of all technical equipment and setup requirements
5. Appendix 1: Insurance Requirements: Details of required insurance coverage for the event
6. Appendix 2: Health and Safety Guidelines: Standard health and safety protocols including emergency procedures
7. Appendix 3: Vendor Contact List: Contact information for all vendors and service providers
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