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Event Planner Client Intake Form

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Updated on July 7th, 2023

An event planner client intake form is used by event planners to collect information from new clients who require their services. The document is designed to gather information about the upcoming event and give the planner an understanding of the client’s needs. In the form, clients will provide their contact info, budget, desired services, event specifics (date, venue, guest count, etc.), and any additional information or specific requests.

CONTENTS

Sample

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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: ____________________

Benefits of an Intake Form

The following examples are some of the ways a client intake form can benefit wedding planners, event coordinators, venue managers, and other professional event planners:

Data Collection

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

Service Customization

The intake form enables planners to tailor their services to the client’s needs. 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 event details through an intake form showcases the planner’s desire to understand the client’s needs and deliver a successful experience that satisfies their expectations. 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.

Common Uses

The intake form can be used for a diverse range of events across various industries. Here are several occasions where an intake form is commonly used:

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

Related Forms (1)

Service Contract – This is a legal contract used by event planners and other service professionals to establish a binding working relationship with their clients.

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