SAE-International Conference Support Intake Form

First name

Last name

Company Name

Phone

Title

EVENT DETAIL

Select your role in this upcoming event:

Event Name:

First Day of Event

Last Day of Event

Event Times

Location/Venue

Address

Floor(s) of event

Event Organizer/Host Contact Information - Primary

Event Organizer/Host Contact Information - Alternate

Please link or attach an event plan or comprehensive itinerary to better understand the mechanics and sequence of this event. Add any additional information that is important to this event in the field below:

File upload

When is the earliest possible time to schedule an initial kick-off discussion about this event:

Safety & Security Expectations

Safety & Security expectations of LSDS (We intend to deliver an update ahead of the event aligned to your schedule)

Delivered To whom (stakeholders)

# of Days prior to planning team traveling to venue

Platform preference (conference call, video call, etc.)

Staff and Attendees

Number of SAE / SAE ITC / SAE Media Staff at the event

Number of attendees expected at the event

Estimate of the Number of attendees with passports issued from another country

Expected Arrival/Departure dates/times for planning team

Lodging and VIPs

Will SAE International employees be lodging on-site or at other locations

If lodging offsite, do you know the location and have a transportation plan:

Will there be any offsite events or excursions for employees and/or attendees:

Is there an established internal communication plan for employees during this event:

Any Senior VIPs/Influencers/Government officials expected to be in attendance

Additional Security Concerns

Is there anything being discussed or anyone present that, if known, could create additional security concerns

Access Requirements

Pre-registration required

Access Pass Required

Special Accommodations Considered (e.g., wheelchair access

Any additional requirement for higher tier Restricted Areas (if any)

Security Details

Who is the lead for security/Safety at this event

Any known pre-event Security Concerns or Incidents

Any Approved hazardous/dangerous items being brought to the event

Any restrictions with electronics, bags, etc

Any Specific Security Requirements or Concerns

Any security on site as part of the facility

Any augmented security (internal to SAE) or External

Building/Venue Considerations

Floor plan(s)

File upload

Are there designated rally points or gathering locations for guests

Evacuation routes and/or emergency assembly area maps

File upload

Alert and evac procedures

Location of nearest First Aid Kit

Location of nearest AED

Location of nearest Fire Extinguisher

Location of nearest Fire Alarm

Handicapped accessible route in case of emergency

Medical and Emergency Information

Any Medical professionals on staff (Include medical focus)

Any Active CPR/AED certificate holders

Additional Information

Any Special Requests or Concerns

Additional Comments/Notes