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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HelmsBriscoe 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!