Business events internal requests

Template

This template, for managing your Business Event Internal Requests, allows you to receive internal requests, understand the main goal of the event and analyze them to see if there is any benefit of holding it. After confirming, the request will pass through calendar and space availability, besides checking technical and production need to successfully hold the event. Also, during the process, you are able to reach the requester to give him process status and to send the final invoice, if needed.

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Template structure

See how this template is structured. As this is just an example, you can customize it.

Start form

  1. Requested event start date and time
  2. Event end date and time
  3. Requester’s name
  4. Email
  5. Telephone number
  6. Event’s name
  7. Category
    • Personal Development and Society
    • Technology, tools, and methodologies
    • Business and entrepreneurship
  8. Event description
  9. Event format
    • Lecture
    • Panel
    • Workshop
    • Get-together
    • Meeting
    • Ignite
  10. In each language should it be presented?
  11. Expected number of attendees
  12. Distribution
    • Free
    • Only guests
    • Paid
  13. Technical needs
    • Microphone
    • Projection without audio
    • Projection with audio
  14. Additional technical information
  15. Event promotion method
    • Social media
    • Publications
    • Websites
    • Email
    • Others
  16. If any promo material is available, attach it here.
  17. Additional notes
  18. Request ID

Event analysis

  1. Will this event bring us any benefits?
    • Yes
    • No
  2. Is there any reason why we should not hold the event?
    • Yes
    • No
  3. If so, please state the reason.
  4. Can this event be confirmed?
    • Yes
    • No

Content check

  1. Is the requested date and time available?
    • Yes
    • No
  2. If not, please inform an alternative date and time.
  3. Is the requested space available?
    • Yes
    • No
  4. If not, suggest another.
  5. Does the theme/subject matter need revision?
    • Yes
    • No
  6. What resources are needed for the event format?

On hold

Confirmation

  1. Confirmation checklist
    • Requester accepted the conditions
    • Event confirmed in the calendar
    • Informed technical team
    • Ready for release

Billing

  1. There is a visible “shine” system in place and evidence of it being followed.
    • Yes
    • No
  2. There is an action item list visible, assigning responsibility for open issues.
    • Yes
    • No
  3. All personal belongings are neatly stored.
    • Yes
    • No
  4. People know the plan of cleanliness and organization.
    • Yes
    • No
  5. Action Plan

Production

  1. Technical visit
    • Not necessary
    • Scheduled
    • Done
  2. Visit date and time
  3. Cleaning scheduling
    • Not necessary
    • Scheduled
    • Done
  4. Is the use of image authorized?
    • Yes
    • No
  5. Is a Marshal needed?
    • Yes
    • No
  6. Will recordings be made?
    • Just audio
    • Audio and video
    • No
  7. Will we have photographic records?
    • Yes
    • No
  8. Catering Category
    • S
    • M
    • L
  9. Catering type
    • Welcome coffee
    • Coffee break
    • Cocktail
  10. Will there be material distribution?
    • Yes
    • No
  11. Will there be a thank you gift?
    • Yes
    • No
  12. Needed infrastructure
    • Notebook
    • Microphone
    • Sound
    • Internet
  13. Accessibility
    • Subtitles
    • Sign language
    • Audio description

Event day

  1. Incidents:
    • Before
    • During
    • After
    • None
  2. Incident type
    • Safety
    • Damage to space
    • Equipment damage
    • Malfunctioning equipment
  3. Event notes
  4. Effective participants

Billing

  1. Billing amount
  2. Invoice
  3. Due date
  4. Has the event been successfully billed?
    • Yes
    • No

Done

Denied requests

Canceled events

  1. Reason for cancelation

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