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?
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)
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?
Are other C-suite executives from your organization also participating?
Will competitors' executives be present or speaking?
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?
Will the executive reference specific financial metrics?
Will the executive provide earnings guidance or forward-looking statements?
Have these forward-looking statements been previously disclosed in SEC filings or press releases?
List all key talking points and messaging themes
Will the executive discuss product launches or strategic initiatives not yet public?
Will the executive mention competitors by name?
Will the executive address geopolitical risks or regulatory changes?
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?
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?
Will the MNPI be publicly disclosed before the event?
Has the executive been added to the company's insider trading restricted list?
Will the audience include institutional investors or analysts?
Has a Regulation FD 'cleansing' disclosure been prepared in case of accidental MNPI disclosure?
Will there be a simultaneous webcast or real-time transcript?
Has the executive signed the quarterly MNPI certification?
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?
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?
Have you reviewed the host's recording consent form?
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?
Will the recording be used for commercial purposes (e.g., sold, licensed to third parties)?
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?
Will the host allow pre-publication review of edited recordings?
Does the agreement include indemnification clauses for IP infringement?
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?
Are there any geographic restrictions on where the recording can be accessed?
Will the host provide a raw recording file for company archives?
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?
Has the General Counsel or designated legal counsel reviewed all sections?
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?
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?
Is post-event monitoring required?
Post-Event Debrief Meeting Date
Upload Signed Approval Memorandum