30 Days and Counting Template (2011)

7/31/2019 30 Days and Counting Template (2011)

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Event Launch Form

General Information

Requested By (Contact): Email:

Office: Select from drop-down: Business/Sector: Select from drop-down:

Cost Centre/s: Industry Select from drop-down

Name of Event:

Assigned Planner:

Anticipated Budget:

Have you run this event previously? Y* N

Event Type: Conference Internal Event Client Entertainment Other:

PreferredDate(s):

AlternateDate(s):

Number ofDays:

NumberofBreakouts:

Total number participants expected:

Clients: Guests: Employees: Speakers/Dignitaries:

Repeat EventAvailable information should include: Budget/Final Expenses, Final Attendee List, Debrief Meeting Notes, Agenda,

Speakers, Save-the-Date, Invitation, Critical Path and Resume

Conference/Event Stakeholders

Core Steering Committee Members (will drive content and decisions):

Name Representing

Dept. 1 Dept. 2 Dept. 3





Additional Steering Committee Members(invite to meetings and conference calls):

Name Representing


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Event Launch Form

Additional People to Receive Meeting Notes

Name Representing

Location

Preferred Destination: (City) Preferred Venue:

If no venue preference, preferred location:

Select from drop-down:

Estimated # of attendees requiring hotelaccommodations:

Meeting Space Requirements

Plenary RoomNumber of people (including presenters)

Preferred Room set-up Select from drop-down:

Breakout RoomsNumber of breakouts

Number of people per breakoutPreferred Room set-up Select from drop-down:

Meal/Hospitality Rooms

Function/s:

Number of days: Room set-up: Select from drop-down:

Half-round Banquet U-Shaped Classroom Hollow Square Theatre Boardroom

AV Requirements

Plenary Room

Screen/s Microphone/s Lavs: Lecturn:Audience:

Data Projector rental Lectern

Presentation Laptop rental Riser


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Event Launch Form

DVD & monitor/s Flip Chart/s #:

Internet Access Speaker Participants

Breakout Room/s

Screen/s Microphone/s Lavs: Lecturn:

Audience:Data Projector rental Lectern





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Event Launch Form

Meal/Function Room

Screen/s Microphone/s Lavs: Lecturn:Audience:

Data Projector rental Lectern




Food and Beverage DETAILS

Is a separate meal room required? Yes No

Please check all that are required:

Breakfast x days

Morning Break x days

Lunch x days

Afternoon Break x days

Reception at meeting venue x days

Dinner at meeting venue x days

Reception/Dinner offsite x days

Preferred Venue:

Number of Participants: if different from # of attendees

Marketing Checklist

Task Y/N Target date Details

Conference Call schedule set

Collateral Form submitted

Critical Path created

Save the Date required

Invitation required

Signage ordered

Speaker Gifts required Value: $

Participant Gifts required Value: $

Registration Kit required


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Event Launch Form

Launch Checklist

Task Y/N Details

Conference Agenda/Programme

Post-event Evaluation/Survey

Webcast required

Event Website

Keynote Speakers

Non-conference Staff # Staff:

Media permitted

Activities

Site Visit

Thank you notes

Other

Other

If you have specific requests or requirements, please note them here:

Documents

30 Days and Counting Template (2011)