30 days and counting template (2011)
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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
Dept. 1 Dept. 2 Dept. 3
Dept. 1 Dept. 2 Dept. 3
Dept. 1 Dept. 2 Dept. 3
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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7/31/2019 30 Days and Counting Template (2011)
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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
Presentation Laptop rental Riser
DVD & monitor/s Flip Chart/s #:
Internet Access Speaker Participants
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7/31/2019 30 Days and Counting Template (2011)
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Event Launch Form
Meal/Function Room
Screen/s Microphone/s Lavs: Lecturn:Audience:
Data Projector rental Lectern
Presentation Laptop rental Riser
DVD & monitor/s Flip Chart/s #:
Internet Access Speaker Participants
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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7/31/2019 30 Days and Counting Template (2011)
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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:
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