Meeting Request Form
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This document is a meeting request form for an organization to request hotel proposals for an upcoming event. It collects key details about the event including preferred locations and hotel brands, event dates, estimated attendance for each event, room types needed, and food and beverage details. The form requests information for each day of the event to allow hotels to understand space and catering needs. The organization will use this information to search for and select the best hotel to host their event.
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Meeting Request Form
- 1. Submit by Email Print Form HelmsBriscoe Meeting Request Melinda Douglas 561.880.0427 / Fax 561.423.6441 / mdouglas@helmsbriscoe.com Organization: _______________________________________________________________ Name of Event: _______________________________________________________________ Location Preferred: _______________________________________________________________ Preferred Hotel Brand: _______________________________________________________________ Dates Preferred: _______________________________________________________________ Alternate Dates: _______________________________________________________________ # of Attendees: __________________ Total # of Sleeping Rooms: __________________ # Single Occupancy: __________________ # Double Occupancy: __________________ Room Rate Desired: __________________ Decision date for hotel choice: __________________ Please check events needed and place approximate number of attendees (#) and approximate times by each event. These do not need to be final numbers – they are just to allow the hotel to see if they can meet your needs during the search process. Sunday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Monday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Tuesday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________
- 2. Wednesday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Thursday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Friday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Saturday: # of Attendees Additional Info Needed Begin-End Time(s) ___ Breakfast: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ General Session: _______ Setup*? _____________ Begin_____ End _____ ___ Breakouts: _______ # of breakouts? ___ Begin_____ End _____ ___ AM Break: _______ Begin_____ End _____ ___ Lunch: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ PM Break: _______ Begin_____ End _____ ___ Dinner: _______ Plated? __ or Buffet? __ Begin_____ End _____ ___ Reception: _______ Begin_____ End _____ ___ Other (storage, office, etc): _____________________________________________________ Please Note Any Special Requests: Thank You Very Much, I Look Forward to Making Your Event the Best Ever!