Event Intake Form

Event Intake Form for Canada

Event Intake Form Template for Canada

A comprehensive Event Intake Form designed for use in Canadian jurisdictions, compliant with provincial and federal regulations including privacy laws, consumer protection legislation, and health and safety requirements. This document serves as the initial point of contact between event organizers and clients, capturing essential information about event requirements, preferences, and specifications while establishing clear terms and conditions for event planning and execution. The form includes provisions for various event types, from corporate functions to social gatherings, and incorporates necessary legal protections and liability considerations specific to Canadian event management practices.

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What is a Event Intake Form?

The Event Intake Form serves as a crucial initial document in the event planning process, designed specifically for use in Canadian jurisdictions. This form is essential for gathering detailed information about planned events, including client requirements, venue specifications, service needs, and budget parameters. It helps ensure compliance with Canadian regulations regarding privacy, safety, and consumer protection while establishing clear expectations between all parties involved. The document is structured to accommodate various event types, from small meetings to large gatherings, and includes sections for both standard and specialized requirements. The Event Intake Form should be used at the beginning of any event planning process to document client needs, establish service parameters, and create a foundation for subsequent contracts and agreements.

What sections should be included in a Event Intake Form?

1. Client Information: Basic contact details of the person or organization booking the event

2. Event Details: Core information including date, time, type of event, and expected attendance

3. Venue Requirements: Specific needs regarding space, setup, and equipment

4. Budget and Payment Information: Financial details including budget range, deposit requirements, and payment schedule

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

6. Authorization: Signature section for client acknowledgment and acceptance of terms

What sections are optional to include in a Event Intake Form?

1. Catering Requirements: Food and beverage preferences, dietary restrictions, and service style - include when food service is requested

2. Audio/Visual Requirements: Technical specifications and equipment needs - include for events requiring AV support

3. Entertainment Details: Information about performers, music, or other entertainment elements - include when entertainment is part of the event

4. Security Requirements: Security personnel needs and arrangements - include for large events or those with special security concerns

5. Alcohol Service Details: Bar service requirements and licensing information - include when alcohol service is requested

6. Accessibility Accommodations: Special arrangements for guests with disabilities - include when specific accommodations are needed

7. Marketing and Promotion: Requirements for event promotion and branding - include for public events requiring marketing support

What schedules should be included in a Event Intake Form?

1. Schedule A - Floor Plan Template: Blank venue layout for marking setup requirements and layout preferences

2. Schedule B - Equipment Checklist: Detailed list of available equipment and rental options

3. Schedule C - Menu Options: Standard catering menu selections and pricing

4. Schedule D - Insurance Requirements: Detailed insurance coverage requirements and minimum limits

5. Schedule E - Vendor Contact Form: Contact information form for all third-party vendors involved in the event

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

Cost

Free to use

Relevant legal definitions

Clauses

Relevant Industries

Hospitality

Corporate Services

Entertainment

Non-Profit

Education

Government

Healthcare

Technology

Financial Services

Professional Services

Retail

Tourism

Relevant Teams

Events

Operations

Sales

Client Relations

Project Management

Administrative Services

Venue Management

Catering Services

Conference Services

Marketing

Legal

Risk Management

Relevant Roles

Event Manager

Venue Coordinator

Event Planning Director

Conference Services Manager

Corporate Events Coordinator

Wedding Planner

Festival Coordinator

Executive Assistant

Office Manager

Operations Director

Meeting Planner

Special Events Coordinator

Catering Manager

Sales Manager

Client Relations Manager

Project Manager

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Download a Standard Template

What is a Event Intake Form?

What sections should be included in a Event Intake Form?

What sections are optional to include in a Event Intake Form?

What schedules should be included in a Event Intake Form?

Authors

Alex Denne

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