Client Intake Form Examples for Event Planners

Introduction

Client intake forms are essential tools for event planners, helping to gather all necessary information from clients to ensure a smooth planning process. These forms not only streamline communication but also clarify client expectations. Below are three diverse examples of client intake forms specifically designed for event planners, each serving different use cases.

Example 1: Basic Event Planning Intake Form

This intake form is ideal for new clients who are planning a straightforward event, such as a birthday party or a small corporate gathering. It captures fundamental details to help planners create a tailored experience.

The form includes sections such as:

• Client Information
  • Name
  • Email
  • Phone Number
• Event Details
  • Type of Event (e.g., birthday, corporate, wedding)
  • Event Date
  • Location
  • Estimated Budget
• Guest Information
  • Number of Guests
  • Special Requests

Notes:

• This form can be customized based on the type of event, allowing planners to add or remove sections as needed.
• Consider using online tools like Google Forms for easier data collection.

Example 2: Comprehensive Event Planning Intake Form

This detailed intake form is suited for larger events or weddings, where multiple aspects need to be coordinated. It allows for thorough data collection to facilitate effective planning.

The form includes:

• Client Information
  • Name
  • Email
  • Phone Number
  • Preferred Contact Method
• Event Overview
  • Type of Event
  • Event Date and Time
  • Venue Details
  • Theme or Style Preferences
• Logistics
  • Catering Preferences
  • Entertainment Choices
  • AV Equipment Needs
• Budget and Payment
  • Total Budget
  • Deposit Amount
  • Payment Schedule

Notes:

• This form can be adapted to include specific questions related to the client’s vision and goals for the event.
• Encourage clients to provide links to inspiration or mood boards for better clarity.

Example 3: Virtual Event Planning Intake Form

With the rise of virtual events, this intake form focuses on gathering information for online gatherings, including webinars, virtual conferences, or remote celebrations.

The form includes:

• Client Information
  • Name
  • Email
  • Phone Number
• Event Details
  • Type of Virtual Event
  • Date and Time
  • Platform Preferences (e.g., Zoom, Microsoft Teams)
  • Estimated Number of Attendees
• Technical Requirements
  • AV Needs
  • Recording and Streaming Preferences
• Engagement Strategies
  • Interactive Elements (e.g., polls, Q&A)
  • Networking Opportunities

Notes:

• This form should emphasize client preferences for technology and engagement to ensure a successful virtual experience.
• Consider adding a section for post-event follow-up or feedback to improve future events.

By utilizing these examples of client intake forms for event planners, you can enhance your process, better understand client needs, and ultimately deliver successful events.