The best examples of client intake form examples for event planners in 2025

Real-world examples of client intake form examples for event planners

Let’s skip the theory and start with what you really want: practical, ready-to-use examples of client intake form examples for event planners that you can plug into your own workflow.

Below, I’ll walk through several realistic scenarios: weddings, corporate events, nonprofit fundraisers, social parties, virtual/hybrid events, and large public festivals. Each one includes specific intake questions and wording you can borrow.

Wedding planner intake: example of a modern, detailed form

Wedding clients are usually emotional, excited, and overwhelmed. Your intake form needs to gently organize that chaos. Here’s an example of how a wedding planner intake form might be structured and what it might ask.

You might open with basics:

Contact & logistics
Primary contact name(s):
Pronouns:
Best email & phone:
Preferred contact method (email / text / phone):
City and state of the event:

Then move into the big-picture vision:

Event overview
What type of celebration are you planning? (ceremony + reception, reception only, destination, elopement, other)
Confirmed or preferred date(s):
Estimated guest count (adults / kids):
Ceremony and reception at the same location? Yes/No/Not sure
How would you describe your ideal wedding in three words?

A strong example of a budget section for wedding planners might look like this:

Budget & priorities
Approximate total budget range for the wedding (USD):
Top three priorities (for example: photography, food, music, decor, guest experience):
Are there any areas where you are open to DIY or cutting costs?
Are there any non‑negotiables (things you must have, even if other areas are reduced)?

Finally, a smart intake form example for wedding planners will ask about decision-making and family dynamics:

Decision-making & family
Who will be the primary decision-maker(s)?
Are any family members contributing financially? If yes, do they need to approve major decisions?
Any cultural, religious, or family traditions we should be aware of?

This is one of the best examples of client intake form examples for event planners because it balances logistics with relationship-building. You’re not just collecting data; you’re learning how this couple thinks, spends, and makes decisions.

Corporate event planner: examples include ROI, approvals, and risk

Corporate clients think in terms of goals, ROI, and brand. An effective example of a corporate event intake form goes beyond date and headcount.

You might start with:

Company details
Company name, website, industry:
Main contact and role:
Who will approve final decisions and budget?

Then move into event purpose and outcomes:

Event goals
What type of event are you planning? (conference, retreat, product launch, training, holiday party, other)
Primary goal of this event (for example: sales, training, brand awareness, employee engagement):
How will you measure success? (registrations, leads, NPS, sales, attendance, media coverage)

Corporate events in 2024–2025 also need to address hybrid/virtual options and health/safety expectations:

Format & safety
Is the event in-person, virtual, or hybrid?
Are there any internal health or safety policies we must follow?
Do you require accessibility accommodations (captioning, ramps, sign language interpretation, etc.)?

You can see how this example of a client intake form for corporate event planners naturally captures risk and compliance. If you want to go deeper on risk management, the U.S. Centers for Disease Control and Prevention (CDC) has planning considerations for events and gatherings you can adapt to your own safety questions: https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/index.html

Nonprofit gala or fundraiser: intake examples focused on mission and donors

When you work with nonprofits, the event is never just an event. It’s about mission, fundraising, and donor relationships. The best examples of client intake form examples for event planners in the nonprofit space ask about:

Organization & mission
Organization name and EIN:
Mission statement (or link to About page):
Primary contact and development/fundraising contact:

Then, get specific on fundraising goals:

Fundraising targets
What is your financial goal for this event (net, after expenses)?
How was this goal set (board request, historical data, new campaign)?
Do you have pledged sponsors already? If yes, at what levels?

You might also ask about donor experience and recognition:

Donor experience
Who are your priority guests? (major donors, corporate partners, community members)
How do you typically recognize donors at events (program listings, stage mentions, signage, digital displays)?
Any restrictions on sponsor categories (for example: no alcohol sponsors)?

This type of intake example keeps you aligned with the organization’s mission and donor culture, which is key for long-term relationships.

Social events: birthdays, showers, and private parties

Social clients often have less event experience, so your intake form needs to guide them gently. Here’s an example of a friendly, low-pressure intake form for birthdays, baby showers, and similar events.

Start with tone and vibe:

Celebration overview
What are you celebrating?
Date (or preferred date range):
Estimated guest count:
Age range of guests (kids, adults, mixed):
How do you want guests to feel when they leave?

Then, keep budget questions simple and non-judgmental:

Budget comfort zone
Approximate total budget range you’re comfortable with:
Are you open to us suggesting cost-saving alternatives if needed?
Any must-have elements (for example: specific cake design, photo booth, live band)?

This kind of example of an intake form respects that many social clients have never worked with an event planner before. It uses plain language and focuses on feelings and priorities.

Virtual and hybrid events: updated 2024–2025 intake examples

Virtual and hybrid events aren’t going anywhere. In fact, many companies now expect planners to offer both in-person and online options. That means your intake form needs updated questions that didn’t matter as much a few years ago.

Here’s an example of client intake form questions tailored for virtual/hybrid events:

Technology & platform
Will your organization provide the virtual platform (Zoom, Teams, Webex, custom) or do you need us to recommend one?
Approximate number of virtual attendees:
Do you need live captioning, translation, or ASL interpretation?
Will sessions be recorded and made available on-demand?

You might also ask about engagement and accessibility:

Engagement & accessibility
What level of audience interaction do you want? (chat only, Q&A, breakout rooms, polls)
Are there any accessibility standards you must follow (for example, WCAG or internal policies)?
Do you need rehearsal time for speakers to test tech and lighting?

For up-to-date guidance on digital accessibility, the Web Accessibility Initiative at W3C (via WAI) is a strong reference: https://www.w3.org/WAI/

These are some of the best examples of client intake form examples for event planners who want to stay relevant in a world where hybrid is the norm.

Large public events and festivals: risk, permits, and crowd management

If you handle festivals, fairs, or large public events, your intake form has to capture a different level of detail. Here’s an example of how that might look.

Start with scale and location:

Event scale
Expected daily attendance:
Event location (venue, city, state):
Indoor, outdoor, or mixed:
Is this a recurring event, or first-time?

Then, move into permits and safety:

Permits & compliance
Have you already contacted the city or county about permits?
Will there be alcohol sales or service?
Will there be food vendors, food trucks, or cooking on-site?
Are there any known restrictions (noise ordinances, curfews, capacity limits)?

For event planners in the U.S., the Occupational Safety and Health Administration (OSHA) offers guidance on crowd management and safety planning: https://www.osha.gov

This example of a large-event intake form protects you from walking into a project that’s under-permitted, under-insured, or completely unrealistic for the timeline.

Key sections every event planner intake form should cover

If you look across all these examples of client intake form examples for event planners, you’ll notice the same building blocks show up again and again. You can mix and match them depending on your niche.

Contact and decision-makers
You always need to know who’s in charge, who signs off on spending, and who you should actually be emailing. Ask directly who the final decision-maker is and whether anyone else needs to be copied on approvals.

Event basics
Date (or date range), location, type of event, estimated guest count, and timing. This seems obvious, but you’d be surprised how many planners get burned by “we don’t really know the date yet” projects that drag on for months.

Budget and priorities
Instead of asking for a single number, ask for a range and then ask what matters most. That lets you propose packages that match reality. Many planners now use tiered ranges (for example: under \(10k, \)10k–\(25k, \)25k–$50k, etc.) so clients don’t feel put on the spot.

Vision and experience
Questions like “How do you want guests to feel?” or “What would make this event a win for you?” give you more usable information than “Describe your theme.” This is where the best examples of intake forms really shine.

Logistics and restrictions
Dietary needs, accessibility requirements, venue rules, brand guidelines, cultural or religious needs, photography restrictions—this is where you avoid last‑minute panic.

Timeline and expectations
Ask when they expect to sign a contract, when they need a first proposal, and how often they want updates. This is especially important with corporate clients who may have long internal approval cycles.

How to turn these examples into your own intake form

You don’t need to copy any one example of a client intake form word-for-word. Instead, treat these as building blocks.

Here’s a simple way to customize:

Start by picking your main event types. Maybe you do weddings and corporate retreats. Great. For each category, choose the sections from the examples of client intake form examples for event planners above that match your reality.

Rewrite the questions in your own voice. If you’re casual and friendly, keep the language light. If you work mainly with government or higher education clients, you might lean more formal. Many universities share event planning checklists and guidelines online; for inspiration, you can browse resources from schools like the University of Michigan or Harvard University’s event offices: https://harvard.edu

Decide what’s required vs. optional. Early in the relationship, you don’t need every tiny detail. Make the first intake form focused on fit: budget, timeline, goals, and basic logistics. You can always send a more detailed questionnaire after a discovery call.

Use smart fields and conditional logic if you’re online. If the client selects “virtual event,” show them the tech and accessibility questions. If they select “wedding,” show family and ceremony questions. This keeps your form shorter and less intimidating.

Finally, test the form with two or three friendly clients or industry peers. Ask them where they got stuck, what felt repetitive, and what felt missing. Adjust before you roll it out widely.

FAQ: examples of client intake form examples for event planners

What are some quick examples of questions I should always include on an event planner intake form?
At minimum, you want contact details, event type, preferred date(s), estimated guest count, budget range, and the client’s top three priorities. Those basics help you decide if the inquiry is a good fit before you invest time in a full proposal.

Can you share an example of a short intake form for very busy corporate clients?
Yes. A lean version might ask: company name and contact, event type and date, headcount, in-person vs. hybrid, budget range, primary goal (for example: training, sales, morale), and internal approval deadline. You can follow up with a deeper questionnaire once they confirm interest.

How long should my client intake form be?
Most event planners find that one to two pages (or about 10–20 focused questions online) is the sweet spot. Long enough to qualify the lead and avoid surprises, short enough that people actually finish it.

Do I need different intake form examples for weddings, corporate, and social events?
You’ll use the same core structure, but tailoring your questions to each niche makes you look more professional and saves time later. That’s why you’re seeing different examples of client intake form examples for event planners throughout this guide—each one speaks the client’s language.

Should I include legal or policy language in my intake form?
You can add short notes about response times, how you handle inquiries, or that the form does not guarantee availability. Save the heavier legal language for your contract. If you’re unsure, it’s always wise to run your intake and contract language past a legal professional or a local small business resource center, such as those listed on https://www.sba.gov.

If you use these real examples of client intake form examples for event planners as a starting point—and then tweak them to match your brand, your clients, and your favorite types of events—you’ll notice something pretty quickly: fewer mismatched inquiries, clearer expectations, and projects that feel a lot more organized from day one.