Event Planning Request

Event planning requests submitted through email or informal conversation leave planners without the complete picture they need to begin work. Details are scattered across multiple messages. Requirements for catering, AV, and logistics are described in passing rather than captured in a structured format. Budget expectations are vague. And when something goes wrong on the day — or when the client's expectations don't match what was planned — there is no documented record of what was actually requested.

The Event Planning Request template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive request form that captures every dimension of an event brief in a single, structured record — giving event planners the complete information they need to plan and execute successfully, and giving clients a clear record of what they have requested.

How it works

Event overview and core details

The form begins with the foundational information that defines the event — the event name, date, start and end times, location, expected number of attendees, and the event theme or concept. These details set the context for everything else in the brief and ensure that the planner has an accurate picture of the event's scale and character before addressing the specifics.

Venue and setup requirements

A dedicated section captures the venue requirements — the preferred or confirmed venue, the room or space configuration needed, any specific setup arrangements, and accessibility requirements for attendees. Capturing venue and setup details in a structured format eliminates the ambiguity that arises when these requirements are described informally, ensuring that the venue briefing reflects exactly what the client has requested.

Catering and dietary requirements

The form includes a structured catering section covering the type of catering required — whether a full seated meal, buffet, reception drinks, or refreshments only — the number of guests requiring catering, and any specific dietary requirements or allergies that need to be accommodated. Capturing dietary requirements at the request stage rather than closer to the event date gives caterers the lead time they need to source and prepare appropriately.

Audio-visual and technical requirements

A dedicated AV and technical section captures the equipment and setup required for the event — presentation screens, microphones, live streaming, recording, lighting, and any other technical needs. For events with complex AV requirements, capturing these in a structured form at the outset gives the technical team enough information to plan and prepare without a separate briefing meeting.

Decoration and theming

The form includes a section for decoration and theming preferences — color schemes, floral arrangements, branded materials, or any other decorative elements relevant to the event concept. Capturing these preferences in writing at the request stage ensures that the visual execution of the event reflects the client's intentions rather than the planner's interpretation of a verbal description.

Budget and special requests

A budget section captures the overall event budget and any budget allocation guidance for specific cost categories. A special requests field gives clients the opportunity to raise anything not covered by the structured sections — specific entertainment, personalized experiences, or logistical requirements unique to the event. Both are captured as part of the same request record, giving the planner a complete financial and operational brief in a single document.

What you get

• A comprehensive event planning request form covering event overview, venue, catering, AV, decoration, and budget
• Structured dietary requirements capture at the request stage, giving caterers adequate lead time
• Dedicated AV and technical requirements section for events with complex technical needs
• Budget capture with category guidance and a special requests field for requirements outside the standard sections
• Every request stored as a structured, searchable record in a standard SharePoint list
• Configurable sections and columns to match your organization's event planning process and service offering
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Event Planning Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All event planning request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.