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New Sourcing Request

New Sourcing Request

Planners, please be sure to include as much detail as possible for this request. The Sourcing Team will be reviewing the information you’ve submitted, and your assigned Sourcing Manager will be reaching out to you with any questions and next steps. For questions, please contact our VP, Sourcing & Supply Chain, Krystal Gonzalez, at (954)-440-1265 or email at kgonzalez@americanmeetings.com
Name*

First NameLast Name
AMI Job Number*
Proposal Due Date**

MonthDayYear
Date
Estimated Decision Date**

MonthDayYear
Date

Meeting Scope
Event Name*
Client Name*
Event Start Date*

MonthDayYear
Date
Event End Date*

MonthDayYear
Date
Meeting Type*

Guestrooms & F&BMeeting Room & F&B OnlyVirtual MeetingHybridLive
Sourcing Needs*

HotelAirfareTransportationAVConvention CenterStudioPPECorporate GiftsMusic and EntertainmentFlower and DecorationsSignage and CollateralKeynote SpeakerDMCTeam BuildingEmceeClose CaptionVideo EditingSGATranslation/Simultaneous InterpretationOther

Hotel Sourcing
Guestrooms / Accommodations*

YesNo
Important Decision Factors/Hot Buttons
Destination(s) under consideration
Please list in order of preference
Preferred Hotel Brand(s)/Hotel(s)
Please add all dates you will need guestrooms and how many rooms per night will be needed on each night
Please specify how many Staff/Single/Double/Suites/VIP's will be needed
Please add any additional important notes
F&B Requirements - Buffet or Plated?*

BuffetPlated
Please share Important notes or requests for this group
Please detail all F&B Requirements you have for this meeting
Include date of function, meal type, expected number, and meal caps if applicable
Meeting Space Requirements*

General SessionMeals RoomBreakoutsOffice SpaceAwards DinnerReceptionOther
General Session - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Will coffee breaks be served inside GS room or in foyer?

General Session RoomFoyer
Special Request: Room with windows, rectangular vs square? etc.
Meals Room - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Breakouts - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Office Space - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Awards Dinner - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Reception - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Other - Please include the meeting space requirements
Specify targeted set-up date, start/end time of function and desired room set-up. Is room hold of 24 hours required?
Special Request: Room with windows, rectangular vs square? etc.
Round Trip or One Way? (Airfare)*

Round TripOne Way
Round Trip or One Way? (Airfare)*

EconomyBusinessOther
Departure Date (Airfare)*

MonthDayYear
Date
Departure from City (Airfare)*
Preferred Airport (Airfare)*
Preferred Airline (Airfare)*
Return Date (Airfare)*

MonthDayYear
Date
Returned to City (Airfare)*
Preferred Airport (Airfare) Return*
Preferred Airline (Airfare) Return*
Number of Travelers (Airfare)*
VIPs (Airfare)
Pick-Up Date & Time (Transportation)*

MonthDayYear
Date
Hour MinutesAM/PM Option
Number of Travelers (Transportation)*
VIPs (Airfare)

AV Sourcing - Please Complete In-Person or Studio/Hybrid
AV Expected Budget (if known)
General Session AV Equipment Needs*

Lavalier MicrophonesHandheld MicrophonesGooseneck MicrophonesVideo CameraAudio RecordingWill there be videos played?LaptopsSlide AdvancerSpeaker TimerConfidence MonitorProjectorsProjection screenPresentation formatVideo cameraVideo recordingStage washUplightingPower at tables
Breakout(s) AV- Equipment Needs*

Lavalier MicrophonesHandheld MicrophonesGooseneck MicrophonesVideo CameraAudio RecordingWill there be videos played?LaptopsSlide AdvancerSpeaker TimerConfidence MonitorProjectorsProjection screenPresentation formatVideo cameraVideo recordingStage washUplightingPower at tables
Travel Date

MonthDayYear
Date
Set-Up Date/Time

MonthDayYear
Date
Hour MinutesAM/PM Option
Slide Review/Rehearsal Date/Time

MonthDayYear
Date
Hour MinutesAM/PM Option
Show Dates & Start/Finish Times
Preferred AV Vendor
Date of Breakdown (AV)

MonthDayYear
Date
Number of Attendees for General Session
Number of Attendees for Breakouts
Is translation required?

YesNo
What Languages?
Will there be any remote attendees/Speakers?

YesNo
Do they need to participate?*

YesNo
What country are they located?
Please select the needed platform*
Do you need a printer or power strips for your office? If so, please select all that apply*

Not RequiredLaser Black and WhiteLaser ColorHigh Capacity (lots of printing)Power strips
AV Post Production

TranscriptionEditingMotion graphicsSubtitlingChapter CreationEvent Highlights VideoRepurpose for On Demand
AV- Stage

Stage designStage props - podiumStage props- panelStage props- backdropStage props- otherStage graphics (title cards, welcome video, etc.)Broadcast graphics (lower thirds, title cards, etc.)
Destination(s)/Location(s) (Studio)
Will you need a broadcasting studio? Do we need to send a portable crew/equipment to a speaker's location?

YesNo
Number of Speakers on Camera
Will they be all presenting in the same language? If not, please specify.

YesNoOther
F&B Requirements (Studio)
Will anyone broadcast to/from a client's offices or studio?

YesNo
Will there be a live audience? If so, how may and where will they be located?

YesNo
Is a virtual backdrop/green screen needed?

YesNo

Additional Information
Miscellaneous Sourcing Requests
Please include details and information on the following: badges, printed materials, signage, etc.
Please include any additional supporting documents

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BMS planners, please include a PDF of the completed MRF form
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Submission Date

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Date
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