The Stylehawk Event Assessment Tool is a resource for event planners to organize the coordination process. This is a summary tool and contract management device. For more sports event planning resources, visit us at: https://sportspaces.io/resources/

1. Event Assessment Tool
Event Name: Date:
Contact Name:
Contact Phone:
E-mail:
Venue:
Key Points:

2. Intake Information:
Event Name: Event Date: Alternate Date(s):
Event Description:
LoadIn: (Date) (Time) Tear Down: (Date) (Time)
Event Times: (Arrival) (Doors) (Event) (End) (Exit)
Contact Name: Email:
Ph: Cell: Fax:
Mailing Address:
What is the primary goal for this event?
What are the metrics of success for ths event?
Venue Sourcing:
What City is this event to be hosted in? Additional info on geographic radius:
Venues Type: Venue Size: Venue Budget:
Describe Critical Venue Amenities:
Described Desired Venue Amenities:
What Would be a deal- killer?
Assess
Bid
Service & Support Needs:
Venue Name: Quote #: Quote Date:
Custodial Vendor: Quote #: Quote Date:
Staffing Vendor: Quote #: Quote Date:
SET UP EVENT
Position Call # Times Position Call # Times Position
Supervisor: Supervisor: Supervisor:
Staff: Staff: Staff:
Electrical: Grounds: Misc:
#Male #Female Staff Call Time:
Post Call Time:
Post Hours:
TEAR DOWN
Call # Times
Labor: Labor: Labor:

3. Event Assessment Tool
Private Security Vendor: Quote#: Quote
#Supervisors: #Staff:
Date:
Call Times:
EMT/ Trainers Vendor: Quote #: Quote Date:
Level: #Staff: Call Times:
Production Vendor 1: Quote Date:
Production Vendor 2: Quote Date:
Production Vendor 3:
Quote #:
Quote #:
Quote #: Quote Date:
Notes:
Equipment Quantity Drop Off/ Pick Up Location Notes
Tables
Chairs
Bleachers
Tents
Crowd Control
Equipment
Sports Specific
A/V Services Vendor 1: Quote #: Quote Date:
A/V Services Vendor 2: Quote #: Quote Date:
A/V Services Vendor 3: Quote #: Quote Date:
Concessions Vendor: Quote #: Quote Date:
Bar Service Vendor: Quote #: Quote Date:

4. Catering Vendor: Quote #: Quote Date:
IT Services Vendor: Quote #: Quote Date:
Ticketing Vendor: Quote #: Quote Date:
Box Office: #Managers: Call Times:#Sellers:
Event Insurance Vendor: Quote #: Quote Date:
Risk & Permitting:
Permit Type Office Responsible: Deadline: Submission Date: Status: Notes:
Fire
Police
Special Event
Food
ABC
Parking Vendor: Quote #: Quote Date:
Patron Hrs: Signage: Permits:

5. Coordinate
Administrative Actions:
Intake Form Completed & Submitted
Service Provider Contract(s) Approved
Results of Venue Search Returned
Service Provider Deposit(s) Received
Service Contractor Bids Returned
Special Event Permit(s) Submitted
Stylehawk Proposal Received
Special Event Permit(s) Approved
Stylehawk Proposal Accepted
Event Insurance Received
Deposit Payment Received
Event Deliverables Created
Venue Contract Received
Final Contract Amount Paid
Venue Deposit Received
Post- Event Debrief
Final Settlement Completed
Event Assessment Tool

6. ©STYLEHAWK Event Services, 2019