Virtual Event Graphics Package Intake Form

Professional Virtual Event Graphics Made Simple

In today's digital-first world, virtual events need to look just as polished as in-person gatherings. Whether you're hosting webinars, online conferences, product launches, or training sessions, custom graphics can elevate your brand presence and create a memorable attendee experience. This Virtual Event Graphics Package Intake Form helps creative professionals, design agencies, and marketing teams gather all the essential information needed to deliver stunning, platform-optimized graphics for any virtual event.

Why Virtual Event Graphics Matter

Your virtual event is often the first impression potential customers, partners, or attendees have of your brand. Generic backgrounds and basic overlays don't cut it anymore. Custom-designed graphics packages that include branded backgrounds, lower thirds, transition animations, and platform-specific assets help you:

• Strengthen brand recognition across every touchpoint of your event
• Maintain visual consistency that matches your website, marketing materials, and brand guidelines
• Improve professionalism and attendee engagement with polished, intentional design
• Stand out in an increasingly crowded virtual event landscape

What This Template Captures

This intake form is specifically designed for creative service providers—whether you're a freelance designer, a full-service agency, or an in-house creative team supporting multiple departments. It collects everything you need to quote accurately and deliver on time:

• Client and event details including event name, date, type, and expected attendance
• Platform requirements (Zoom, Microsoft Teams, WebEx, StreamYard, Vimeo, custom platforms, and more)
• Branding assets including logo files, brand colors, fonts, and existing guidelines
• Deliverable specifications such as branded backgrounds, lower thirds, speaker intros, transition slides, countdown timers, and thank you screens
• Technical specs like resolution requirements, file formats, and platform-specific constraints
• Reference materials and inspiration to align on creative direction
• Timeline and budget to scope the project appropriately

Perfect for Creative Professionals and Agencies

This template is ideal for:

• Graphic designers specializing in digital or motion graphics
• Marketing agencies offering virtual event support services
• Video production companies expanding into the virtual event space
• Freelance creatives looking to streamline their client onboarding
• In-house design teams at companies running frequent webinars or virtual conferences

By using Paperform's flexible design capabilities, you can match this intake form to your brand aesthetic, ensuring a seamless client experience from first contact through project delivery.

Streamline Your Creative Workflow with Paperform + Stepper

Once a client submits this intake form, you can use Stepper (stepper.io) to automate what happens next. Set up workflows that:

• Send a confirmation email with next steps and estimated timelines
• Create a new project in your project management tool (Asana, Monday, ClickUp, or Notion)
• Add the client to your CRM (HubSpot, Pipedrive, or others) with tagged project details
• Notify your design team via Slack with all submitted requirements attached
• Generate a templated proposal or quote based on selected deliverables
• Schedule a kickoff call automatically via your calendar integration

This level of automation means less manual work shuffling information between tools, and more time doing what you do best—creating stunning visuals that wow your clients.

Accept Deposits and Manage Payments Seamlessly

Need to collect a deposit before starting work? Paperform's built-in payment integrations with Stripe, PayPal, and Square make it easy to request payment as part of the intake process. You can calculate pricing based on deliverable selections using calculations, apply discounts for package deals, and even set up payment plans for larger projects—all without writing a single line of code.

For agencies managing multiple designers or contractors, tracking which projects are paid and ready to start becomes effortless when payment and intake happen in one place.

Designed for Creative Collaboration

Virtual event graphics often require back-and-forth with stakeholders who may not speak "design language." This form helps bridge that gap by asking the right questions upfront, including:

• What's the event's primary goal? (Lead generation, education, product launch, community building)
• What's the overall vibe or mood? (Corporate and professional, fun and energetic, minimalist and modern)
• Are there any platform-specific technical requirements we should know about?

Getting alignment on these details before you open your design software means fewer revision rounds, happier clients, and more profitable projects.

Sign-Off and Approval with Papersign

Once you've delivered draft concepts, you can use Papersign (papersign.com) to send design approval documents or creative briefs that require client eSignature. This creates a clear paper trail showing what was agreed upon, protecting both you and your client from scope creep or miscommunication. It's especially valuable for agency teams who need to document client approvals for compliance or project management purposes.

Optimized for Every Virtual Event Platform

Different platforms have different technical requirements—Zoom backgrounds need to be 1920x1080 pixels, while StreamYard graphics may need transparency support or specific safe zones for text. This form captures those nuances so you can deliver graphics that look perfect on your client's chosen platform, whether it's:

• Zoom, Microsoft Teams, or Google Meet for smaller webinars
• WebEx, GoToWebinar, or ON24 for enterprise events
• StreamYard, Restream, or OBS for live-streamed productions
• Vimeo, Crowdcast, or Hopin for branded virtual conference experiences
• Custom platforms with unique technical specifications

Built for SMBs, Agencies, and Growing Creative Teams

Paperform is trusted by over 500,000 teams worldwide because it scales with your business. Whether you're a solo freelancer taking on your first virtual event client or a 20-person agency managing dozens of projects each month, this template gives you a professional, branded intake experience that builds trust and sets expectations.

And because Paperform is SOC 2 Type II compliant with enterprise-grade security, your clients' brand assets, logos, and confidential event information stay protected throughout the intake and project process.

Get Started in Minutes

This template is ready to use right out of the box. Simply customize the questions to match your service offerings, apply your brand colors and fonts, and share it with clients via a direct link, embed it on your website's services page, or include it in your email proposals.

With Paperform's intuitive editor, you can adjust questions, add conditional logic to show or hide deliverables based on platform selection, and update pricing on the fly—no developer required.

Ready to deliver world-class virtual event graphics while automating your intake and project kickoff? Start with this template and watch your creative workflow transform.