Event Planner Consultation Form Template
Collect everything you need to scope a new event before your first client meeting.
Going into a discovery call without knowing the basics — event type, budget, guest count, venue preference — means spending half the meeting on questions you could have answered in advance. It slows down the scoping process and makes your business look less organized than it is. First impressions matter when clients are entrusting you with a significant event.
A Typeform event planner consultation form collects the essential information before your initial call. By the time you speak, you know what kind of event they're planning, their rough budget, their timeline, and any specific requirements. Your call can focus on ideas, fit, and next steps rather than basic data collection. Conditional logic routes corporate event clients and personal celebration clients to different follow-up questions so the form stays relevant regardless of the inquiry type.
Embed it on your website's contact page, link to it in your email signature, and customize it to reflect your service offerings and client types.
An event planner consultation form is a pre-meeting intake form that collects key details about a prospective client's event before the initial consultation. It helps planners prepare for calls and qualify leads before committing time.
Understanding the scope, budget, and timeline before your first call makes the consultation more productive and demonstrates that your process is organized. It also helps you quickly identify which leads are a realistic fit for your services.
Cover the details that determine scope and fit:
- Contact name and preferred method of communication
- Type of event (wedding, corporate, birthday, conference, etc.)
- Expected number of guests
- Preferred date or date range
- Location or city
- Estimated budget range
- Services needed (full planning, day-of coordination, catering, venue sourcing, etc.)
- How they heard about you
Review budget and timeline fields before booking a call. If an inquiry falls outside your service range or availability, respond promptly with that information rather than committing to a meeting. This saves time for both parties and maintains a professional experience for the client.
Yes. Include a file upload field for images or a text field for Pinterest board links or website URLs. Clients who've already thought about aesthetic direction often have references ready to share, and collecting them upfront gives you a head start on creative direction.
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