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Performing Arts and Entertainment Event Planning & Design Client Intake Form

Date

I. Company/Client Information

First Name

Last Name

Company Name

Job Title

Company Address

City

State/Province

Postal/Zip Code

Phone Number

Email Address

Website

II. Event Information

Event Name:

Event Type:

Concert

Theatre Production

Festival

Corporate Event

Award Show

Other:

Project Overview/Description: (Briefly describe the purpose of the VR/AR experience)

 

Event Date(s):

 

Date:

Date:

Event Time(s):

 

Time

Time

Venue Name:

Venue Address:

Estimated Attendance:

Target Audience:

Event Budget:

III. Service Options

(Please check all that apply)

Event Concept & Design:

Theme Development

Stage/Set Design

Lighting Design

Sound Design

Visual/Projection Design

Costume Design

Decor and Ambiance

Event Planning & Logistics:

Venue Selection & Management

Vendor Coordination (e.g., Catering, Security, Transportation)

Scheduling & Timeline Development

Permitting & Licensing

Risk Management and Safety Planning

Budget Management

Talent Management & Booking:

Artist/Performer Booking

Contract Negotiation

On-Site Talent Management

Stage Management

Marketing & Promotion:

Marketing Strategy Development

Social Media Management

Public Relations

Ticketing & Sales

Graphic Design and Branding

Technical Production:

Audio/Visual Equipment Rental & Operation

Stage Construction and Rigging

Lighting and Sound Operation

Video Recording and Live Streaming

On-Site Event Management:

Event Coordination

Volunteer Management

Problem-Solving and Troubleshooting

Post-Event Evaluation

IV. Detailed Expectations

Please provide a detailed description of your vision for this event. Include specific goals, desired outcomes, and any particular elements you would like to incorporate. Describe your expectations for each service you have selected above. What are the key elements that will define the success of this event for your company?

 

Client Intake Form Insights

Please remove this client intake form insights section before publishing.


Let's break down the client intake form for Performing Arts and Entertainment Event Planning and Design, analyzing its components and their significance:

1. Client Information:

  • Purpose: This section establishes the client's identity and provides essential contact details. It's crucial for communication, contract creation, and record-keeping.
  • Insights:
    Gathering comprehensive contact information ensures clear communication throughout the planning process.
    Knowing the company name and contact person helps tailor the services to the client's specific needs and branding.
    Website information allows for preliminary research and understanding of the client's existing brand and style.

2. Event Information:

  • Purpose: This section collects crucial details about the event itself, setting the foundation for the planning process.
  • Insights:
    Identifying the event type allows for specialized planning and design based on the nature of the performance.
    Knowing the event date, time, and venue helps determine logistical requirements and potential constraints.
    Estimating attendance and defining the target audience allows for tailored marketing and design strategies.
    Understanding the event budget is critical for realistic planning and resource allocation.

3. Service Options:

  • Purpose: This section outlines the range of services offered, allowing the client to select the areas where they require assistance.
  • Insights:
    Breaking down services into specific categories (e.g., event concept, planning, talent management) ensures clarity and allows for targeted support.
    Offering a comprehensive list of services demonstrates the company's expertise and capabilities.
    The checkbox format allows for easy selection and customization of services.
    This section allows the event planner to see exactly where the client needs help, and where the client does not.

4. Detailed Expectations:

  • Purpose: This is the most critical section, designed to elicit the client's vision and specific requirements for the event.
  • Insights:
    This open-ended question encourages the client to articulate their goals, desired outcomes, and creative vision.
    It allows the event planner to gain a deep understanding of the client's expectations and priorities.
    The question forces the client to think deeply about the event, and to communicate any and all of their desires.
    This section minimizes miscommunication, and helps the event planner and the client stay on the same page.
    This section is designed to gather a lot of information, that can be referanced to later in the event planning process.

Key Strengths of this Form:

  • Comprehensive: It covers all essential aspects of event planning, from client information to detailed expectations.
  • Structured: The form is organized into logical sections, making it easy for clients to understand and complete.
  • Detailed: The open-ended question in the "Detailed Expectations" section encourages thorough communication.
  • Customizable: The service options allow clients to tailor the services to their specific needs.

Overall, this client intake form is a valuable tool for performing arts and entertainment event planning businesses. It facilitates clear communication, establishes expectations, and sets the stage for a successful event.


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