This section captures essential event intelligence to assess reputational risk, audience alignment, and logistical requirements. Accurate metadata enables strategic decision-making and compliance tracking across jurisdictions.
Event Name
Host Organization Legal Entity Name
Host Organization Primary Industry
Host Organization Type (select all that apply)
For-profit corporation
Non-profit organization
Government entity
Academic institution
Media outlet
Industry association
Investment bank
Private equity firm
Hedge fund
Sovereign wealth fund
Other
Has your organization conducted business with the host in the past 24 months?
Describe the nature and value of prior business engagements
Confirm that no prior relationship creates conflict of interest or disclosure obligations
Event Start Date & Time (Local Time)
Event End Date & Time (Local Time)
Event Time Zone
Event Venue Name & Full Address
Event Format
In-person only
Virtual only
Hybrid (in-person + virtual)
Pre-recorded with live Q&A
Simulated live (pre-recorded broadcast as live)
Virtual Platform Name
Virtual Platform Name
Pre-recording Deadline
Simulated Live Recording Date
Expected Total Audience Size
Audience Composition (select all that apply)
Investors (institutional)
Investors (retail)
Financial analysts
Journalists (financial)
Journalists (trade)
Journalists (mainstream)
Customers
Prospects
Employees
Competitors
Regulators
Government officials
Academics
General public
Other
Executive Speaking Role
Session Title
Scheduled Start Time (Local)
Scheduled End Time (Local)
Speaking Duration (minutes)
Will there be a moderated Q&A session?
Q&A Duration (minutes)
Are other C-suite executives from your organization also participating?
List their names, titles, and roles in the event
Will competitors' executives be present or speaking?
List competitor names and their executives' speaking topics
Upload Official Event Agenda or Program
This section ensures all prepared materials undergo rigorous review for earnings guidance, forward-looking statements, and competitive intelligence risks. All submissions must align with corporate disclosure policies and safe harbor provisions.
Will the executive use a prepared presentation deck?
Upload Presentation Deck (PDF/PowerPoint)
Confirm that executive will speak extemporaneously with approved talking points only
Will the executive reference specific financial metrics?
Which financial metrics will be discussed? (select all that apply)
Revenue
Operating income
Net income
EPS
EBITDA
Free cash flow
Guidance (revenue)
Guidance (earnings)
Guidance (margin)
Backlog/Bookings
ARR/MRR
Same-store sales
Comparable metrics
Other
Will the executive provide earnings guidance or forward-looking statements?
Provide verbatim forward-looking statements for legal review
Have these forward-looking statements been previously disclosed in SEC filings or press releases?
Cite specific filing dates, report types, and sections
Acknowledge that new forward-looking statements require additional legal review and safe harbor language
List all key talking points and messaging themes
Will the executive discuss product launches or strategic initiatives not yet public?
Describe the initiatives and planned public announcement date
Will the executive mention competitors by name?
List competitor names and context of mention for legal review
Will the executive address geopolitical risks or regulatory changes?
Summarize the geopolitical/regulatory topics and compliance review status
Presentation Content Risk Level
Low: General industry commentary only
Medium: Company-specific but historical data only
High: Forward-looking guidance or strategic initiatives
Critical: Unreleased financials or M&A-related content
Has Investor Relations reviewed all financial content?
IR Reviewer Name
Acknowledge that IR review is mandatory before legal clearance
Upload Approved Script or Talking Points Document
This section conducts a systematic audit for Material Non-Public Information (MNPI) to ensure compliance with Regulation FD and insider trading prohibitions. Any MNPI exposure triggers immediate escalation protocols and may require event postponement.
I confirm that I understand MNPI includes any information that a reasonable investor would consider important to an investment decision
Is the executive in possession of any MNPI as of the event date?
What type of MNPI is involved? (select all that apply)
Unreleased quarterly earnings
Pending M&A transaction
Material contract win/loss
Regulatory investigation
Executive leadership change
Significant asset impairment
Cybersecurity incident
Liquidity concerns
Strategic review process
Other material event
Will the MNPI be publicly disclosed before the event?
Scheduled Public Disclosure Date & Time
Acknowledge that participation must be canceled or postponed until MNPI is cleared
Has the executive been added to the company's insider trading restricted list?
Date Added to Restricted List
Will the audience include institutional investors or analysts?
Confirm that Regulation FD's fair disclosure requirements are fully understood
Has a Regulation FD 'cleansing' disclosure been prepared in case of accidental MNPI disclosure?
Upload Cleansing Disclosure Template
Request legal team to prepare standby cleansing disclosure before event
Will there be a simultaneous webcast or real-time transcript?
Select the simultaneous disclosure method
Form 8-K filing
Press release distribution
Website posting
Social media disclosure
Combination of methods
Has the executive signed the quarterly MNPI certification?
Executive must complete MNPI certification before event approval
MNPI Risk Assessment Matrix
Very Low | Low | Medium | High | Very High | |
|---|---|---|---|---|---|
Likelihood of accidental disclosure | |||||
Potential market impact if disclosed | |||||
Audience sophistication level | |||||
Control over Q&A environment |
Has the Board of Directors or Disclosure Committee been notified of this engagement?
Board/Committee Contact Name
Describe any additional MNPI safeguards or blackout protocols implemented for this event
This section governs intellectual property rights, recording permissions, and licensing terms for all media capture and subsequent distribution. Failure to secure favorable terms may result in loss of control over executive messaging and reputational risk.
Will the event be audio or video recorded?
Recording formats (select all that apply)
Audio only
Video (full HD)
Video (4K)
Photography
Live streaming
Simultaneous interpretation
Transcription
Social media clips
Podcast distribution
Have you reviewed the host's recording consent form?
Upload Host's Recording Consent Form
Request host's recording consent form immediately for legal review
Recording Rights Ownership
Host owns all rights
Speaker retains all rights
Joint ownership with shared usage
Host owns but grants perpetual license to speaker
Speaker owns but grants perpetual license to host
Other (requires custom agreement)
Does the host require exclusive rights to the recording?
Confirm that exclusivity period does not exceed 30 days post-event
Will the recording be used for commercial purposes (e.g., sold, licensed to third parties)?
Describe commercial use terms and any revenue sharing arrangements
Distribution Channels Authorized (select all that apply)
Host's website (on-demand)
YouTube/Vimeo
Podcast platforms
Broadcast television
Cable news
Financial data terminals
Social media (LinkedIn, Twitter, etc.)
Third-party media partners
Internal company channels only
Academic repositories
Other
Is there an embargo period restricting when the recording can be published?
Embargo Lift Date & Time
Will the host allow pre-publication review of edited recordings?
Acknowledge loss of editorial control and associated reputational risk
Does the agreement include indemnification clauses for IP infringement?
Request indemnification clause to protect against third-party IP claims
Describe any branding requirements (e.g., logos, disclaimers, copyright notices) that must appear in recordings
Will the recording be archived indefinitely or have a defined deletion date?
Scheduled Deletion Date
Are there any geographic restrictions on where the recording can be accessed?
List restricted countries or regions
Will the host provide a raw recording file for company archives?
Request raw file access for compliance and archival purposes
Upload Signed Media Rights Agreement or Licensing Terms
Final approval requires joint sign-off from VP of Global PR and General Counsel confirming all risk factors have been mitigated, compliance requirements satisfied, and strategic value justified. This section captures the formal clearance decision and accountability trail.
Has the VP of Global PR reviewed all sections of this intake form?
VP of Global PR review is mandatory before submission to General Counsel
Has the General Counsel or designated legal counsel reviewed all sections?
Legal review is mandatory before final approval
Risk Assessment Matrix (to be completed by VP of Global PR)
Reputational risk to executive | |
Reputational risk to company | |
MNPI disclosure risk | |
Regulatory compliance risk | |
Media misquote risk | |
Competitive intelligence leakage | |
IP/licensing risk | |
Overall strategic value |
VP of Global PR Risk Assessment Summary & Mitigation Recommendations
General Counsel Legal Opinion & Compliance Certification
Are there any conditions or modifications required for approval?
List all conditions, modifications, and restrictions
Final Approval Decision
Approved without conditions
Approved with conditions (see below)
Postponed pending further review
Denied due to compliance risk
Referred to Board/Disclosure Committee
Approval Decision Timestamp
VP of Global PR Digital Signature
General Counsel Digital Signature
Has the executive been briefed on all approval conditions and restrictions?
Executive briefing must occur before event participation
Is post-event monitoring required?
Select monitoring methods (select all that apply)
Media clip tracking
Social media sentiment analysis
Competitor response monitoring
Stock price movement tracking
Analyst report review
Internal feedback collection
Post-Event Debrief Meeting Date
Upload Signed Approval Memorandum
To configure an element, select it on the form.