How do I create an Event Request Form?

Event Request Forms enable your team to gather event requests in a streamlined process, rather than receiving random emails from colleagues at your company or from event organizers seeking sponsorship. 

Customizable email notifications are sent at every step in the process. Requests can be evaluated based on your Org's current calendar and budget or staff bandwidth.

Also see how to review and approve or decline Event Requests.

Where do I access the Request Form Builder?

Within Org Settings, go to the Publishing tab, then Request Forms and click Create Event Request Form.

Who can access the Request Form builder?

Only Org Admins can access the Org Settings, including the Request Form builder.

How do I set the Form logo, title and description?

Your Event Request Form will show your company logo at the top. Read how to set your Org logo here.

You can edit the default Form title and description in the header. A Form title is required. A good description tells the Form viewer what type of Requests should be submitted through this Form.

What fields are built-in and required?

Request Forms have required fields for respondent name and email. If the respondent is an Org Member and is signed into their EventGeek account when viewing the Request Form, their name and email are already known and the fields will not be shown to that respondent.

Request Forms also require respondents to give the name of the event. You can edit the event name question text or help text by clicking on the pencil icon in the upper right of the field. All other questions are customizable and can be optional or required. 

How do I create and customize the Request Form?

Add questions

You can choose what additional questions you want to ask on the Form:

  1. Click the Add New Question button
  2. Add the question text (e.g. "How much should we budget for this event?")
  3. Add help text, as necessary
  4. Choose the Event Info or other field to map with the question response
  5. Require the question or leave it as not required with the toggle
  6. Delete a question by clicking the trash can icon in the lower right

Event fields like Location, Dates and Website are built into every event. You can also map questions with custom fields

Read more about what questions you can add to your Event Request Form.

Click Next when you've finished adding questions to continue to the Settings page of the Request Form builder.

Choose Permissions

Each Request Form has its own permission options for you to customize on the Settings page of the Request Form builder. The three options are:

  • Public, for sharing Request Forms that anyone can access, if they have the link
  • Single Sign-On (SSO), for sharing Request Forms, so that only company employees can access
  • Members, for sharing Request Forms so that only your Org members can access

Select Declined Reasons

You can also select, edit or add reasons to choose from when declining an Event Request. EventGeek gives a set of predefined reasons, but you can add more by clicking Add Another Reason or click the pencil icon next to a reason to edit it.

Add Reviewers and New Submission Email Notifications

By adding Reviewers to your Request Form you can choose who will be approving, declining or returning Event Requests. You can choose to automatically send an email notification to the Reviewers whenever the Form has a new submission and whenever a submission has been updated.

Org Admins can add themselves or other Team Members as Reviewers to Request Forms at any time by navigating to Org Settings, selecting the Request Form, adding the Reviewer and saving the changes. Note that in order to add a Reviewer, he or she has to be a member of at least one team within your Org.
Along with Reviewers, Org Admins can also review Event Requests regardless of whether they're added to the Form as a Reviewer.

Customize Email Notifications to Requestors

When someone submits a Request Form, they’ll receive a confirmation email automatically, which includes a link they can click to update their request. On the Settings page of the Request Form builder you can customize the following messages and emails by clicking the pencil icon in the upper right of the message:

  • Post-Submit Confirmation Message
  • Post-Submit Confirmation Email
  • Request Approved Email
  • Request Declined Email
  • Request Returned Email

If you are declining an Event Request, you can edit the email template and add a declined reason and add the Event Name.

If a Request Form has been returned, the email sent to the respondent will include a link they can click to add additional information to their Request. 

When you're finished customizing your Form Settings, click Next.

Preview and publish

The final page of the Form builder shows you a preview of what the Form will look like. Once you are happy with your Request Form, click  Publish at the bottom.

If you close the Form before clicking Publish, the Form will be saved as a draft in your Org Settings > Publishing tab > Request Forms. You can click the Form name to edit and publish it at any time.

Once you've created your Request Form, read how to review and approve or decline Event Requests.

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