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Event Entertainment Project Starter Form

Company Name

Contact Person

Email Address

Phone Number

Event Date

Event Time

Event Type

Corporate

Private

Festival

Charity

Other:

Venue Name

Venue Address

City

State/Province

Postal/Zip Code

Estimated Attendees

Budget Range

Event Overview

Briefly describe your event and its purpose:

What type of entertainment are you interested in? (Check all that apply)

Live Band

Solo Musician

Dance Performance

Theater/Actors

Circus/Acrobatics

Magician/Illusionist

DJ

Spoken Word/Poetry

Comedy Show

Interactive Performance

Other:

Preferred performance style/theme? (e.g., classical, modern, cultural, avant-garde)

Do you need full event coordination services or just entertainment booking?

Full Coordination (Logistics, Scheduling, Vendor Management)

Entertainment Booking Only

Partial Coordination (Specify):

Entertainment & Performance Details

Desired performance duration:

30 min

1 hour

2 hours

Ongoing/Background

Custom:

Number of performers needed:

Technical requirements for performers: (Check all that apply)

Stage

Sound System

Lighting Setup

Microphones

Backline (Instruments/Backdrop)

Projector/Screens

Green Room

Other:

Do performers need to interact with the audience?

If yes, please describe:

Any specific cultural, religious, or brand guidelines performers should follow?

Logistics & Coordination

Event timeline (please outline key moments where entertainment is needed):

 

Opening:

Main Performance:

Closing/Encore:

Load-in & soundcheck time required:

Venue restrictions (noise limits, space constraints, etc.):

Preferred method of performer payment:

Flat Fee

Hourly Rate

Royalty/Revenue Share

Other:

Will you provide meals/hospitality for performers?

Client Expectations & Special Requests

What is the primary emotion or experience you want the audience to take away?

Are there any past performances or references you’d like us to emulate?

What are your biggest concerns or challenges for this event?

Any additional notes or special requests?

Agreement & Next Steps

How did you hear about us?

Referral

Social Media

Web Search

Previous Event

Other:

Preferred method of follow-up:

Email

Phone

In-Person Meeting

Signature:

Client Intake Form Insights

Please remove this client intake form insights section before publishing.


Here’s a detailed breakdown of the Event Entertainment Project Starter Form, explaining its structure, purpose, and how each section ensures a smooth event planning process:

1. Purpose of the Form

This form serves as a comprehensive tool to:

  • Capture the client’s vision, expectations, and logistical needs for their event.
  • Identify the type of entertainment required (live music, theater, dance, etc.).
  • Assess technical, scheduling, and budget constraints.
  • Streamline communication between the client and the entertainment/coordination team.

2. Section-by-Section Analysis

Section 1: Event Overview

  • Objective: Understand the fundamentals of the event.
  • Key Insights Gathered:
    Event Type (Corporate/Private/Festival) → Determines formality and audience engagement style.
    Venue Details → Impacts staging, sound, and performer logistics.
    Budget Range → Helps tailor entertainment options within financial limits.

Section 2: Entertainment & Performance Details

  • Objective: Define artistic and technical requirements.
  • Key Insights Gathered:
    Performance Style/Theme → Ensures alignment with event tone (e.g., classical vs. avant-garde).
    Technical Needs (Stage, Sound, Lighting) → Prevents last-minute surprises for performers.
    Audience Interaction → Determines if performers should engage guests (e.g., improv comedy vs. formal recital).
    Cultural/Brand Guidelines → Avoids inappropriate content (e.g., religious sensitivities, corporate branding).

Section 3: Logistics & Coordination

  • Objective: Plan practical execution.
  • Key Insights Gathered:
    Event Timeline → Identifies critical moments (e.g., keynote speech followed by a dance performance).
    Load-in/Soundcheck Time → Ensures performers have adequate setup time.
    Venue Restrictions → Noise limits, space constraints, or power availability.
    Payment & Hospitality → Clarifies if performers need meals/dressing rooms.

Section 4: Client Expectations & Special Requests

  • Objective: Dive deeper into the client’s vision and potential challenges.
  • Key Insights Gathered:
    Desired Audience Experience → Emotional impact (e.g., "elegant and uplifting" vs. "high-energy and interactive").
    References/Past Performances → Helps replicate successful elements (e.g., "We loved the jazz band from last year").
    Biggest Concerns → Reveals pain points (e.g., "We’ve had issues with late performers in the past").

Section 5: Agreement & Next Steps

  • Objective: Formalize the process and set follow-up expectations.
  • Key Insights Gathered:
    Referral Source → Tracks marketing effectiveness.
    Preferred Contact Method → Ensures efficient communication.

3. Why This Form Works

  • Prevents Miscommunication: Detailed questions eliminate assumptions about client needs.
  • Streamlines Vendor Coordination: Technical/logistical details are upfront, reducing back-and-forth.
  • Enhances Customization: Identifies unique requests (e.g., cultural themes, audience participation).
  • Sets Clear Expectations: Budget, timeline, and deliverables are documented early.

4. Suggested Improvements (Optional)

  • Add a "Must-Have vs. Nice-to-Have" Ranking: Helps prioritize if budget adjustments are needed.
  • Include a Visual Mood Board Upload: Clients can attach inspiration images/videos.
  • Emergency Contact Field: For last-minute venue/performer issues.

Final Thought

This form acts as a blueprint for successful event planning. The more detailed the client’s responses, the better the entertainment/coordination team can deliver a seamless, memorable experience.


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