Event Request

Purpose:

To provide a systematic, efficient, and economical means for requesting event-related materials, and to maintain brand identity and continuity across all displays. 

Policy:

1. All requests must be submitted on an Event Request Form, which will be reviewed by the Corporate Communications Department on a weekly basis. 2.  Corporate Communications will contact the requestor within two weeks of submission to discuss payment, delivery destination, and a timeline.

Procedure:

All Event Request Forms must be submitted electronically through HSC’s Special Net. 

1. Fill out and submit Event Request Form
2. Contact department manager for password
3. Print one copy of form for records

Event Title:

Event Date:

Year20112012201320142015

MonthJanFebMarAprMayJunJulAugSepOctNovDec

Day12345678910111213141516171819202122232425262728293031

Date Requested:

Year20112012201320142015

MonthJanFebMarAprMayJunJulAugSepOctNovDec

Day12345678910111213141516171819202122232425262728293031

Due Date:

Year20112012201320142015

MonthJanFebMarAprMayJunJulAugSepOctNovDec

Day12345678910111213141516171819202122232425262728293031

(Allow 30 days before activity/event)

Department Requesting Event:

Requestor's Name:

Approved by:

(who will also sign-off)

Event History:

New Event (first time HSC attending)

Annual Event(HSC has attended this event in past years)

One-time event (special event)

Event Type:

Sponsorship

Team Participation

Display Booth

Lecture/Seminar

Trade Show

Target Audience:

Explanation for attending the event:

Anticipated number of attendees:

Event Materials Needed

Representative from Corporate Communications to staff boot:

Brochures*:

Sign/Poster/Banner*:

Tri-fold board with Photograph:

Tables:

Tablecloth:

Chairs:

Easels:

DVD/Player:

Balloons (helium not provided):

Promotional Items

Pens-plastic:

Pens-professional:

Post-its:

T-shirts:

Water bottles:

Bags-reusable:

Bags-plastic:

Other:

Billing Instructions:

*Development of special collateral and printed materials must be ordered in advance and in compliance with the Event Request Procedure, using that separate, request/order form.

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