Form · Marketing

Event planner consultation form template

Built for planners who want the first meeting to be about ideas, not logistics. It covers the occasion, date, guest count, budget and services, then asks the client to rank what matters most. Clients who already have a venue name it; clients who don't describe the area and the kind of place they have in mind.

14 questions~4 min to answer1 branch
event planner questionnaireevent planning consultationevent inquiry formparty planning formbranching
Use this template

Try it live

Try it as a respondent

Every question, and where it leads

The conversation

What a respondent is asked, in order.

Planning something? Tell us about the event and we'll come to the consultation with ideas ready.

1

Your name, email and phone

Contact info · required
2

What's the occasion?

Single select · required
3

When is it?

Date · required
4

Is the date flexible?

Yes / No · required
5

About how many guests?

Number · required
6

Have you already booked a venue?

Yes / No · requiredsplits the flow
7

Which venue, and where?

Short text · requiredif has venue is Yes
8

Which town or area should we look in?

Short text · requiredif has venue is No
9

What kind of place do you picture?

Multi select · optionalif has venue is No
10

What would you like help with?

Multi select · required
11

Rank what matters most to you

Ranking · required
12

What's your overall budget?

Single select · required
13

Describe the event you're picturing

Long text · optional
14

How did you hear about us?

Dropdown · optional

Ends with

Thanks, we have what we need 🎉

The flow

Where each answer leads. Every route here is editable once the form is yours.

A labelled route is taken only by answers matching the label

What this template uses

  • Contact info
  • Single select
  • Date
  • Yes / No
  • Number
  • Short text
  • Multi select
  • Ranking
  • Long text
  • Dropdown
  • 2 branches
Onboard clientsRun eventsGenerate leadsFor freelancers & agenciesFor operations

Questions to consider

  • Which occasions do you plan, and which should you remove from the list?
  • Do you need a minimum guest count or budget before you take a booking?
  • Should couples or companies be asked about a second contact person?
  • Do you offer venue finding, or only work with booked venues?

How to use the responses

Check the date and guest count first, since they decide whether you can take the booking at all. Read the priority ranking before you build a proposal: a client who ranks budget first wants options at different price points, while one who ranks the setting first will pay for the right venue. For clients without a venue, bring two or three places in the style they picked to the consultation.

How to customize and share it

  1. 1Edit the services list to the packages you sell, and change the budget bands to your currency and price range.
  2. 2Adjust the ranking items to what your clients usually trade off.
  3. 3Embed the form on your contact page or send the link to anyone who enquires by message.
Use this template

Frequently asked questions

What questions should an event planner ask a client?

The occasion, date and whether it can move, guest count, venue, budget, which services they need and what matters most to them.

When should a client fill in an event planning questionnaire?

Before the first consultation. You arrive with availability checked and ideas ready instead of spending the meeting on basics.

Can I use this form for weddings and corporate events?

Yes. The occasion list covers both, and you can rename or add options for the events you plan.

What if the client hasn't found a venue yet?

The form asks whether a venue is booked. If not, it asks for the area and the kind of place they want instead.

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