Clinch

Free template · 16 questions

Event planner client questionnaire

Corporate and private events have the same skeleton: date, headcount, budget, venue, vibe. Get all five before quoting.

When to send it: Before the proposal.

The event

  1. 1.Type of event and its purpose.
  2. 2.Date (or range), start and end times.
  3. 3.Number of guests, and who they are.
  4. 4.Theme, mood or brand guidelines to follow.

Venue and services

  1. 5.Is a venue booked? If not, preferred area and style.
  2. 6.Catering: seated dinner, buffet, cocktail, dietary requirements?
  3. 7.Entertainment, AV, speakers, photography, decor, transport needed?
  4. 8.Accessibility needs for guests.

Responsibilities

  1. 9.Which vendors are already booked, and which should I source?
  2. 10.Who on your side has final say on decisions?
  3. 11.Plan B for weather or cancellations: what matters most to protect?

Budget, timing and decisions

  1. 12.What budget range have you set aside for this?
  2. 13.Is there a hard deadline, and what happens if it moves?
  3. 14.Who else needs to approve the work or the contract?
  4. 15.How would you prefer we communicate (email, calls, messaging), and how often?
  5. 16.How did you hear about me?

Send it, and get the answers back

Stop copying answers out of email threads. With Clinch the questionnaire goes out with your proposal or contract, your client fills it in from their phone, and the deposit is paid when they sign.

Send this questionnaire free

Questions about client questionnaires

When should a event planner send a client questionnaire?

Before the proposal.

Can I edit these questions?

Yes. Copy them, remove what does not apply and add your own. Shorter questionnaires get answered faster: keep only the questions whose answers change your price, your plan or your contract.

Should the questionnaire come before or after the contract?

Questions that affect price and scope belong before the proposal; the detailed ones (names, timelines, access) work best right after signing, when the client is committed and expects them.

How do I send it with Clinch?

Create a free Clinch account, paste the questions, and send them with your proposal or contract. Your client answers from their phone without an account, and the answers are saved on the client's record.