This section captures essential event identification and logistical details to establish the foundation for venue authorization. Accurate information ensures proper resource allocation and compliance review. Incomplete metadata will delay processing.
Event Title or Name
Primary Event Coordinator Full Name
Coordinator Department or Business Unit
Coordinator Official Email Address
Coordinator Direct Phone Number
Property or Campus Name
Complete Venue Address
Specific Room, Floor, or Outdoor Area
Event Start Date and Time
Event End Date and Time
Venue Setup Start Time
Venue Teardown Completion Time
Total Expected Guest Count
Number of External Guests (Non-Employees)
Number of Internal Employees Attending
Number of VIP or Executive Attendees
Event Classification
Client or Partner Appreciation
Employee Recognition or Awards
Product Launch or Demonstration
Fundraising or Charitable
Board or Shareholder Meeting
Training or Educational
Other Corporate Purpose
Is this a recurring event series?
Detailed Event Purpose and Agenda
Event Cost Center or Budget Code
Will food or refreshments be served in addition to alcohol?
Will the event include decorations, staging, or special equipment?
Will this event generate noise that could impact neighboring tenants or properties?
Is this an outdoor or partially outdoor venue?
Will parking accommodations be required for guests?
Will this event require special accessibility accommodations?
Will audio/visual equipment be used?
This section ensures compliance with all applicable liquor licensing and regulatory requirements. Failure to provide complete and accurate permit information will result in automatic denial of alcohol service authorization. All documents must be current and valid through the event date.
Will alcoholic beverages be served at this event?
Type of Alcohol Service Planned
Open Bar (Host-Funded)
Cash Bar (Guest-Paid)
Ticket or Voucher System
Wine and Beer Only
Full Bar Including Spirits
Limited Signature Cocktails
Champagne or Toast Only
Is your organization required to obtain a temporary liquor permit or special event license for this occasion?
Issuing Regulatory Authority or Municipality Name
Permit Issue Date
Permit Expiration Date
Upload Official Permit or License Document (PDF, JPG, PNG)
Does the permit contain any special conditions, restrictions, or limitations?
Have all bartending staff completed certified responsible alcohol service training?
Certification Authority or Training Provider Name
Will a dedicated age verification protocol be implemented at entry points and service stations?
Planned Alcohol Service Start Time
Planned Alcohol Service End Time
Will alcohol service conclude at least 30 minutes before the official event end time?
Describe your plan for monitoring guest alcohol consumption and preventing over-service
Will there be a maximum drink limit per guest implemented?
Will underage guests (below legal drinking age) be present at the event?
Who will be the designated Alcohol Service Manager on duty during the event?
Will an incident log be maintained for any alcohol-related issues?
Describe your plan for safe alcohol storage, transport to venue, and inventory control
This section verifies that all bartending services, whether internal or external, maintain adequate insurance coverage and operational standards to protect the organization from liability exposure. All insurance documents must be current and list the organization as additional insured. Coverage must remain valid 30 days beyond the event date.
Bartending Service Provider Type
In-House Corporate Catering Team
External Licensed Bartending Company
Combination of Both
Volunteer Staff (with insurance coverage)
Bartending Service Company Legal Name
Primary Contact Person for Bartending Service
Bartending Service Contact Email
Bartending Service Contact Phone
Number of Licensed Bartenders Assigned
Number of Service Support Staff (Barbacks, Runners)
Can the bartending service provide proof of current general liability insurance?
General Liability Coverage Amount (Per Occurrence)
General Liability Aggregate Coverage Amount
Does the policy include specific liquor liability coverage?
Liquor Liability Coverage Amount
Does the bartending service carry workers compensation insurance for their staff?
Upload Certificate of Insurance (COI) - PDF format required
Insurance Policy Effective Date
Insurance Policy Expiration Date
Does the Certificate of Insurance name your organization as 'Additional Insured'?
Insurance Company Name
Insurance Policy Number
Insurance Agent or Broker Name and Contact
Has an indemnification and hold harmless agreement been executed with the bartending service?
Upload Executed Indemnification Agreement
Will the bartending service use their own equipment (portable bars, glassware, refrigeration)?
Has the bartending service provided copies of all staff training certifications?
Upload Staff Training Certificates (ZIP or combined PDF)
Will the bartending service be responsible for purchasing and transporting alcohol?
Total Estimated Alcohol Service Budget
Has the bartending service provided references from similar corporate events in the past 12 months?
Payment Terms and Compensation Structure
This section establishes mandatory security and safety protocols to ensure controlled access, guest safety, and responsible event conclusion. Comprehensive planning is critical for risk mitigation. Security ratios must meet corporate standards of at least 1:50 for standard events and 1:25 for alcohol-served events.
Is dedicated event security staffing required for this function?
Security Provider Source
In-House Corporate Security Department
External Licensed Security Contractor
Hybrid (Internal + External)
Local Law Enforcement Detail
Security Company Legal Name (if external)
Security Supervisor or Lead Contact Name
Security Supervisor Contact Phone
Security Staff to Guest Ratio (Enter denominator, e.g., 25 for 1:25)
Will security staff be stationed at all alcohol service points?
Will security conduct bag checks or entry screening?
Is badge access control required for entry to the event venue?
Will there be restricted or VIP-only areas within the venue requiring additional access control?
Will a formal guest list be maintained and checked at entry?
Will security have access to CCTV or video monitoring systems during the event?
Will security staff be equipped with two-way radio communication?
Will there be a command post or security coordination center on-site?
Will a safe transportation plan be implemented for guest departure?
Select all safe transportation options being provided or promoted
Complimentary Shuttle Bus Service
Ride-Share Voucher Program (Uber/Lyft)
Designated Driver Recognition Program
Taxi Service Coordination
On-Site Parking for Designated Drivers
Public Transportation Information
Hotel Partnership for Overnight Accommodation
Community Safe Ride Program Partnership
Describe the comprehensive safe transportation plan implementation
Estimated Number of Guests Utilizing Safe Transportation
Will security staff remain on-site until all guests have departed?
Will there be a designated incident response team on standby?
Describe emergency evacuation procedures and primary assembly points
Will local emergency services be notified of the event in advance?
Will there be a medical response team or first aid station on-site?
Has a fire watch or safety officer been designated for the event?
Describe the incident reporting and documentation protocol for security staff
Security Post Assignment Detail
Post Location | Staff Name or ID | Shift Start | Shift End | Primary Duties | Armed Personnel | |
|---|---|---|---|---|---|---|
Upload Security Company Insurance Certificate (General Liability)
This final section requires executive-level review and formal authorization. All previous sections must be complete before submission for sign-off. This form constitutes a legally binding risk acknowledgment and approval record. Digital signatures are legally binding. Post-event reporting is mandatory.
Form Submission Date and Time
Event Coordinator Digital Signature (Type Full Name)
I, as the event coordinator, certify that all information provided in this authorization form is accurate and complete to the best of my knowledge. I understand that any misrepresentation may result in immediate event cancellation and disciplinary action.
I acknowledge that I have read and agree to comply with all corporate policies regarding alcohol service, vendor management, event security, and guest safety.
I confirm that all required permits, licenses, insurance certificates, and legal agreements have been obtained and uploaded to this form.
I agree to submit a post-event incident report within 5 business days, even if no incidents occurred.
I agree to retain all event documentation for a minimum of 7 years in accordance with corporate record retention policies.
Event Risk Assessment Summary (to be completed by coordinator)
Overall Event Risk Level Assessment (1=Low Risk, 5=High Risk)
Has any incident or violation occurred at previous events hosted by this coordinator?
Property General Manager Full Name
Property General Manager Official Title
Property General Manager Email
Does the Property General Manager approve this event and all associated risk mitigation plans?
Property General Manager Approval Date
Property General Manager Digital Signature
Corporate Risk Director Full Name
Corporate Risk Director Official Title
Corporate Risk Director Email
Does the Corporate Risk Director approve this event from a risk management perspective?
Corporate Risk Director Approval Date
Corporate Risk Director Digital Signature
Was legal counsel review required for this event?
Additional Conditions, Comments, or Special Provisions from Approving Authorities
Final Authorization Status
Fully Authorized - Proceed as Planned
Authorized with Conditions - See Comments
Deferred Pending Modifications
Denied - Major Risks Unmitigated
Escalated to Executive Leadership for Review
Final Authorization Decision Timestamp
Will a post-event debrief be conducted with all stakeholders?
Post-Event Report Submission Instructions