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Conference and Events Intake Form

Please complete this form and attach all necessary supporting documents

Please be aware that, depending on the event's size and scope, a minimum of three months' notice is required for planning. Larger events may necessitate even more time, with at least six to nine months' notice and up to one year in some cases. If you have any issues using this form, contact jennifergiraldo@usf.edu.

CONTACT INFORMATION

Name *

Email *

Organization *

Phone

Department

If there are additional contacts who should be invited to the first planning meeting, please supply names and email addresses below.

Additional contacts

EVENT INFORMATION

Name of Event *

Type of Event

Conference
Convention
Workshop
Annual Meeting

Webinar
Roundtable
Luncheon
Dinner

Reception
Summit
Gala
Other

Event Date(s)

Number of Days

Number of Nights

Is date flexible? Yes No

If yes, please provide alternate dates

Desired Location (if known)

Anticipated Attendance

Will there be vendors/exhibitors at this event?

Yes No

Will you be using an RFP process?

Yes No

Will you require a speaker?

Yes No

Briefly describe your target audience(s)

Briefly describe your objective and/or goals for this event

BUDGET/FUNDING

What department is funding this event?

Is this event being funded through a grant?

Yes No

If yes, which grant?

Will you be seeking sponsors for this event?

Yes No

What is your budget for the event?

Please attach your draft budget to be submitted with this form (PDF or Word - 6 MB max.)

Please select which area(s) you are seeking assistance

Registration/Invitation/RSVP
Volunteers
Budget
Venue Locations
Meal Choices/Set Counts
Vendor Bookings

Promotional Ideas
Theme/Decor
Graphic Design/Layout
Venue Contracts
Speaker Contracts
Vendor Contracts

Marketing Strategies
Day of Event Management
General Event Logistics
General Event Questions
Other
Other

What key performance indicators will you use to measure event success?

Additional Event Information (if needed)

Key

Code