Quote Form

Haybear Entertainment Quote Form

Tell us about your upcoming event so we can recommend the appropriate equipment, technical labor, and production support. This questionnaire helps Haybear Audio Visual Entertainment understand your venue, schedule, audience, presentation requirements, and production goals.
You do not need to know specific equipment models or technical terminology. Simply tell us what you are trying to accomplish, and our team will recommend the appropriate solution. Please allow approximately 5–10 minutes to complete the form. Have a production brief, run of show, venue floor plan, or event schedule? You may upload those documents at the end of the form.

For urgent events or immediate assistance, call us at: (925) 348-4793

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Quote Form

HAYBEAR AUDIO VISUAL ENTERTAINMENT

Event Information Request Form

CLIENT INFORMATION

Company / Organization *

Primary Contact: *

Email Address *

Phone Number

EVENT INFORMATION

Event Name

Venue Name

Indoor or Outdoor?

Type of Event

Event Date(s)

Venue Address

Estimated Attendance

Other Event Information

EVENT SCHEDULE

Load-In Date & Time

Guest Arrival Time

Event End Time

Rehearsal Date & Time

Event Start Time

Enter Field Title

Venue Access Restrictions

EVENT OVERVIEW

Please describe your event and what you would like your guests to experience.

AUDIO

Will anyone be speaking?

Yes

If yes: number of presenters?

If yes: any special instructions/needs?

Number of wireless microphones?

Handheld?

Lavalier?

Headset?

Any panel discussion?

Yes

Live band?

Yes

Any Q&A with audience?

Yes

DJ?

Yes

Video / Audio playback? (if yes, describe)

Anything else? (if yes, describe)

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VIDEO

Do you need? (check all that apply)

TVs

Projectors

LED Wall

Confidence Monitor

Livestream

Event Recording

IMAG (Live Camera Projection)

Number of display locations?

What will be shown? (check all that apply)

PowerPoint

Keynote

Videos

Zoom

Custom Graphics

Other

Preferred screen size? (if known)

Other video needs not specified above?

CAMERAS

Do you need cameras? (select all that apply)

Recording

Livestream

IMAG

None

Approximate number of cameras desired:?

LIGHTING

What lighting you need:

Stage Lighting

Uplighting

Pin Spot Lighting

Decorative Lighting

Dance Floor Lighting

Preferred lighting colors or theme?

STAGING

Stage required?

1 Stage

Lets discuss it

Need stage stairs?

Yes

Need podium?

Yes

Desired staging size?

Need pipe & drape?

Yes

Need furniture on stage?

Yes

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ROOM LAYOUT

Please upload these items if available (check items uploaded).

Floor Plan

Seating Diagram

CAD Drawing

Venue Map

Floor Plan Uploads (jpg, jpeg, png, pdf)

Drag & Drop Files Here Browse Files

DOCUMENTS TO UPLOAD

If available, please include (jpg, jpeg, png, pdf): - Event Agenda / Run of Show - Production Schedule - Speaker List - Presentation Deck - Venue Floor Plan - Photos of the Space - Existing AV Equipment List

Drag & Drop Files Here Browse Files

BUDGET

Estimated Production Budget (Optional)

Under $2,500

$2,500–$5,000

$5,000–$10,000

$10,000–$25,000

$25,000+

Lets discuss

SPECIAL REQUESTS

Anything unique about your event that we should know?

WHAT SUCCESS LOOKS LIKE

When this event is over, what would make you say it was a complete success?

Thank you! Once we receive this information, Haybear Audio Visual Entertainment will prepare a detailed proposal with equipment recommendations, labor requirements, pricing, and any assumptions based on your event.

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