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EVENT PLANNER CLIENT INTAKE FORM

DISCLAIMER: Thank you for your interest in being a client of [PLANNER’S NAME]. Information collected about new clients is confidential and will be treated accordingly.

CLIENT INFORMATION

Client Name: _____________________
Street Address: __________________________________________
City: _____________________ State: _____________________ ZIP Code: ________
Phone: _____________________ E-Mail: _____________________

EVENT DETAILS

Event Type: _____________________ Event Date: ______________
Event Start Time: _____ ☐ a.m. ☐ p.m. Event End Time: _____ ☐ a.m. ☐ p.m.
Event Location: ________________________________________________________
Venue Name (if applicable): _____________________ Number of Guests: _____
Is it an indoor or outdoor event? ☐ Indoor ☐ Outdoor
Do you have a specific theme in mind? ☐ Yes ☐ No
If yes, what theme? _____________________________________________________________________
Is there a purpose or objective of the event? ☐ Yes ☐ No
If yes, explain: _____________________________________________________________________
What’s your estimated budget? $_________
Provide any other details about the event: _______________________________________

REQUIRED SERVICES

Do you require full event planning or specific services only? ☐ Full ☐ Specific
If you only want specific services, what services do you require? __________________
Are there services you have already arranged? ☐ Yes ☐ No
If yes, explain: _____________________________________________________________________
Provide any other information you would like to discuss: __________________________

SIGNATURE

Signature: _____________________________ Date: ____________________
Printed Name: ____________________

Common Uses

Social Events – Engagement parties, birthday parties, private parties, anniversary celebrations, weddings, and family reunions.
Corporate Events – Trade shows, corporate parties, conferences, seminars, executive retreats, and educational workshops.
Non-Profit Events – Fundraising walks, live auctions, volunteer appreciation events, and awareness campaigns.
Hospitality Events – Restaurant launches, culinary events, wine tasting, consumer shows, and hotel openings.
Entertainment Events – Fashion shows, dance shows, film screenings, music festivals, and art exhibits.

Benefits of an Event Planning Questionnaire

Data Collection

The client intake form offers a structured approach to gathering information about the event, ensuring that event planners have all the details needed to understand the client’s requirements, preferences, and expectations.

Service Customization

If the client has preferences for entertainment, decorations, or special activities, they could make these requests through the form so the planner can make the proper arrangements.

Event Preparation

The information obtained through the form enables planners to get an idea of the job size, create a realistic timeline, and make informed decisions for event planning and preparation.

Budget Management

The intake form outlines the client’s budget, which helps event planners recommend appropriate services, vendors, and options that stay within the client’s financial means.

Improved Client Experience

Collecting details before meeting with the client demonstrates the planner’s willingness to deliver a successful experience. With happy clients, event planners are more likely to have repeat customers, which is essential for the success and long-term viability of an event planning business.

Event Planner Client Intake Form

Event Planner Client Intake Form

Sample