Sips & Souls Cafe — Event Proposal Form

For off-site events — festivals, parties, pop-ups, fundraisers.

Describe the event. Don't worry about staffing or menu — the Operations/Event Coordinator handles that. When done, Save Draft or Print and hand to a manager.

1. The Basics

Form filled by
Date filled
Event name
Event start & end	Start End
Schedule notes (if recurring or irregular)
Location
Host / organizer
Host contact	Name Phone Email

2. Why Should We Do It?

In a sentence or two — what's good about this for us?

What do we hope to get out of it? (check all that apply)

3. What Kind of Event Is It?

Your best understanding — the Operations/Event Coordinator will firm up details later.

Type of event
Selling, giving away, or both?
Expected attendees
What's the host asking us for?
Does it cost us anything? (vendor fee, donation, etc.)

4. Possible Problems

Check any that apply. If any are checked, it's probably not a fit — but bring it up anyway. Sometimes there's a workaround.

Date conflicts with another commitment we already have
Too far away to reasonably get to
Too soon to plan properly (5 weeks notice is ideal)
Asking for things we don't do (full bar, full meals, etc.)
We've worked with them before and it didn't go well

Notes:

5. What Could Go Wrong?

Anything you're worried about, or things we still need to find out.

What Happens Next

A manager fills this in after the team talks it over. Leave blank.

No problems → passed to Operations/Event Coordinator on Problems flagged → polite "no, thanks" sent on