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Client intake form template for event planners

Every successful event starts with a brutally honest intake: budget, headcount, date flexibility and decision-makers. This template gets you there before you spend hours on a proposal.

1. What is your name, organization and contact details?
2. What type of event: wedding, corporate, birthday, conference, other?
3. What is the target date, and is it flexible?
4. Estimated number of guests?
5. What is the total budget range (all-in)?
6. Do you have a venue, or should we propose options?
7. What is the vision: style, theme, formality?
8. Which services do you need: full planning, day-of coordination, partial?
9. Are there vendors already booked? Which ones?
10. Any dietary, accessibility or cultural requirements?
11. Who makes final decisions and approves spend?
12. What does a perfect event look like for you?
13. How did you hear about us?
14. When do you want to start planning?

How to use this intake form

• Ask for the real budget range — 'we don't know yet' costs you hours.
• Confirm who signs off on decisions; committees kill timelines.
• Lock the date flexibility question early.