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Client onboarding checklist for event planners

Events have zero room for 'we'll figure it out later'. This checklist captures budget, headcount, vendors and decision-makers before you write a single proposal line.

1. Client name, organization, contact details
2. Event type: wedding, corporate, birthday, conference
3. Target date and flexibility
4. Estimated guest count
5. Total budget range (all-in)
6. Venue status: booked or needed
7. Vision: style, theme, formality level
8. Scope: full planning, partial, day-of coordination
9. Vendors already booked (which ones)
10. Dietary, accessibility, cultural requirements
11. Decision-maker and approval process
12. Definition of a perfect event (in client's words)
13. How they heard about you
14. Planning kickoff date

Tips from the field

• A real budget range saves both sides days of mismatched proposals.
• Book-critical vendors (venue, catering) drive every other decision.
• One decision-maker beats a committee — get it in writing.