Sips & Souls Cafe — Event Proposal Form¶
For external events only. (Internal events use a separate process — TBD.)
This form captures what the event is. Operations figures out staffing, menu, and resources separately on the Event Operations Plan.
Fill this out when an event opportunity comes in. If the Pre-Check is clean, hand it to the Operations Manager for the next step.
1. The Basics¶
| Form filled by | _________ |
| Date filled | _________ |
| Event name | _________ |
| Date(s) and time(s) | _________ |
| Location | _________ |
| Host / organizer | _________ |
| Host contact (name, phone, email) | _________ |
2. Why We'd Do It¶
In 1–2 sentences, what do we expect to get out of this?
Primary goal (circle all that apply):
Sales / Profit · Community · Publicity · Networking · Charity · Staff Morale
3. Scope (best understanding — Ops will firm up)¶
| Format (off-site pop-up / in-cafe / catered delivery / sponsorship-only / other) | ________ |
| Selling / giveaway / both? | ________ |
| Expected attendees | ________ |
| What they're asking us for (their expectations of us) | ________ |
| Cost to attend / participate (vendor fee, donation, etc.) | ________ |
4. Pre-Check¶
If you check ANY box below, the event is a likely decline. Note why and bring it forward anyway — sometimes there's a workaround.
- Date conflicts with cafe operations or another commitment
- Outside our practical service area
- Timeline too short for adequate planning (5 weeks is ideal)
- Requires services we don't offer
- Partner has been difficult or unreliable in the past
Notes: __________
5. Risks & Unknowns¶
What could go wrong, or what do we still need to find out?
Routing¶
☐ Pre-Check clean → handed to Operations Manager on ___
☐ Pre-Check dirty → polite decline sent on ___