Please Provide All Known Information in the Spaces Below. Include N/A If the Questions
Please provide all known information in the spaces below. Include “N/A” if the questions are Not Applicable to this program or “TBD” if something is To Be Determined. Once you have completed this form, please send by e-mail to k you!
Contact Information
Today’s Date:Request From:
Meeting Sponsor &
Contact Info: / Name:
Title:
Department:
Address:
Phone: / Fax:
Email:
Meeting Profile
Program Name:Type Of Program
(i.e. Meeting, Incentive, Trade Show):
Objective:
Attendee Profile:
Program History:
(Past Locations)
Will EGR provide air travel?
Will You Require Meeting Planning Assistance?
Estimated Budget Total:
Hotel/Destination
Total Number Of Attendees (including attendees, attendee guests and Panasonic staff):Program Dates: / First Choice: / Second Choice:
Requested Pattern:
(Monday –Thursday,
Friday – Sunday, etc)
Preferred Room Rate:
Destinations/Locations Requested:
Destinations/Locations
To Avoid:
Type Of Hotel (Airport Location, Conference Center, Standard Hotel Chain (i.e. Marriott, Hilton, Hyatt, Etc.), Luxury Property (Ritz-Carlton, Four Seasons, Etc.):
Room Block
Fill in your needs for each type of room per night below. Make sure to accommodate for your Panasonic staff that may come in early to set up. Add or delete columns as needed.
Room Type / Set Up Day One / Set Up Day Two / Day One / Day Two / Day Three / Day FourStandard Rooms / Check out
Suites / Check out
Program Itinerary
ItineraryNote all meals, activities and meeting functions.
AM / PM
Day 1 / Arrival
Day 2
Day 3
Day 4
Day 5
Day 6
Meeting Space Needs
Please list rooms needed per day (please note set up style requested, number of people per room, and AV set up (i.e. general session needed for 200 guests, set theatre style with rear screen projection). Please be sure to specify number of days needed for set up.
Food & Beverage/Events
Please specify if functions should be at hotel or off property and what type (i.e. beach party, banquet dinner, awards, cocktail reception and dinner, etc.). Include notes on breakfast, lunch and dinners (i.e. cash allowance, buffet, at leisure, on own, etc.).
Activities
Please specify which days you would like to offer activities, tours or teambuilding events. Include specific requests if you have any.
Additional Requests
Creative Services
Target Completion Date: / Total Audience Quantity:
Project Budget:
Printed or Interactive Design Selection: / Option #1 / I’d like you to recommend the best communication plan based on my needs
and budget.
Option #2 / I know what specific elements I need.
They are as follows:
Quantities / Item / Due Dates
Pre-Program Elements
Creative Development(Unique Program Themes/Branding)
Brochures
Flash Announcement Animation
HTML Design (‘Save The Date’ or other announcement)
Printed or Electronic Invitations
Website (Program Registration Website or other)
Winner’s Announcement Mailing/Gift
On-Site Elements
Amenity/Gift CardsPowerPoint Slide Deck
Signage (Banners/Meeting Signs, etc)
Travel Document Mailing
Post-Program Elements
Survey/QuestionnaireOther
Please listCommunications
Project Objective:
Target Audience:
Additional Information:
Program Background Attachments
I am attaching the following files: (Please check all that apply.)
Logos/elements that must be incorporated. Please send as .ai (Adobe Illustrator) or .psd (Adobe Photoshop) files. These items must be received before design process can begin. If you work with a third party agency who will supply these files to us, please fill out their contact information below.
Name of the Agency:
Contact Person:
Telephone:
Email:
Copy included.
Past examples.
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