Company/Organization (if applicable)

Role/Position (if applicable)

CONTACT INFORMATION

Alternate Contact Person

Relationship to Client

PREFERRED METHOD OF COMMUNICATION

PLEASE RANK YOUR PREFERENCES: 1 FOR MOST PREFERRED, 2 FOR NEXT, ETC.

PHONE

TEXT

BEST TIME TO CONTACT: (Please indicate the best time(s) of the day to reach you for discussions about the event)

Morning (9 AM - 12 PM)

Afternoon (12 PM - 5PM)

Evening (5 PM - 9 PM)

MAILING ADDRESS:

Address

Street Address
City
State/Province
Postal/Zip Code

ADDITIONAL INFORMATION

Have You Previously Organized an Event with a Professional Planner?

Yes

If yes, what type of event?

What are you looking for in an event planning service? (This could include specific skills, experience with certain types of events, personality traits, etc.)

Type of Event
Event Date
Start Time
End Time

LOCATION AND VENUE (If known):

VENUE TYPE:

Indoor

Outdoor

Both

VENUE REQUIREMENTS: (e.g., capacity, accessibility, parking, technical specs)

LOCATION PREFERENCES: (If venue not yet chosen, describe desired location characteristics, e.g., city center, outdoors, historical site)

Estimated Number of Guests:

GUESTS DEMOGRAPHICS: (age range, professional background, etc., if relevant)

SPECIAL ACCOMMODATIONS NEEDED: (e.g., accessibility for disabled guests, dietary restrictions)

EVENT THEME OR VISION: (e.g. describe any specific themes, colors, atmosphere, or style you envision for your event.)

Are There Any Cultural or Religious Elements to Include?

Yes

If yes to any cultural or religious elements, please specify:

Detail how these elements should be incorporated into the event:

Significant Moments or Highlights:

ADDITIONAL EVENT DETAILS

Event Structure: (Sequence of activities, timing, any breakout sessions for conferences, etc.)

Dress Code: (If any specific dress code is expected for the event)

Special Requests or Needs: (Any other specific requirements or desires for the event not covered above)

Preliminary Schedule - Please outline a preliminary schedule or timeline for your event. This does not need to be final but will help in the early planning stages.

Services and Preferences

CATERING AND MENU

Catering Needs:

If other catering and menu, please specify:

Meal Preferences:

Dietary Restrictions: (Please list any allergies, vegetarian, vegan, kosher, halal, etc.)

Preferred Cuisine(s): (Indicate if you have specific preferences, e.g., Italian, Asian Fusion, Local Cuisine)

Special Menu Requests: (Any specific dishes, themes, or culinary experiences desired)

Bar and Beverage Service:

Open Bar

Cash Bar

Limited Selection

Non-Alcoholic Beverages Only

Coffee/Tea Service:

ENTERTAINMENT AND AUDIO/VISUAL

Entertainment Options:

Specific Entertainment Requests: (List any preferred bands, DJs, or entertainers)

Audio/Visual Needs: (Detail any AV requirements, such as microphones, sound systems, projectors, screens)

PHOTOGRAPHY AND VIDEOGRAPHY

Photography Required:

Videography Required:

Key Moments to Capture: (Specify any moments or aspects of the event you particularly want documented)

Style of Photography/Videography: (e.g. candid, documentary, portrait, cinematic)

Decoration and Theme Details: (Specify theme, color scheme, and any specific decor items or arrangements desired)

Floral Arrangements:

If yes to floral arrangements, please specify preference:

Lighting Requirements: (e.g., ambient, spotlight, LED, candles)

Table and Seating Arrangement Preferences: (e.g., round tables, family-style, theater seating)

Rental Needs: (Specify any furniture, equipment, or other items needed, such as tables, chairs, linens, marquees)

Specialty Rentals: (e.g., dance floors, photo booths, stages, themed props)

ADDITIONAL SERVICES

Special Requests: (Any additional services or requests not covered above, such as security, childcare, transportation, accommodation requests for guests)

Preferred Vendors: (If you have preferences for certain vendors or suppliers for any of the above services)

Notes and Special Instructions: (Provide any other relevant information or instructions that will help in planning and providing the requested services)

File Upload for Special Instructions

Budget for the Event

Overall Budget for the Event:

Providing an overall budget estimate will help guide the planning process and ensure we align our services with your financial expectations.

BUDGET PRIORITIZATION

Priority Areas for Spending:

Identifying where you wish to allocate more of your budget helps us understand what elements of the event are most important to you.

Areas Where Cost Can Be Minimized:

Indicating areas where you're open to cost-saving alternatives allows us to maintain quality while adhering to your budget.

BUDGET DETAILS (OPTIONAL)

Catering Budget:

(If decided)

Entertainment Budget:

(If decided)

Décor and Floral Budget:

(If decided)

Photography/Videography Budget:

(If decided)

Additional Budget Allocations: Please specify any other budget allocations for services or items not listed above.

Additional Budget Notes - Please share any additional information or considerations that might impact the budget planning for your event:

File Upload for Budget

Additional Information and

Acknowledgment

Any Additional Event Details or Requirements Not Covered:

Please provide any other details or requirements for your event that have not been covered in the previous sections. This could include unique aspects of your event, additional services you anticipate needing, or any other information that will help us fully understand your vision and requirements.

FOLLOW-UP AND NEXT STEPS

Preferred Method and Timing for Follow-Up:

How and when would you prefer we follow up with you after submitting this intake form? (e.g., email in two days, phone call by next week)

PRELIMINARY CONSULTATION MEETING

Are you available for a preliminary consultation meeting to discuss your event in more detail?

Preferred dates and times for consultation:

ACKNOWLEDGMENT AND AGREEMENT

By electronically signing below, I acknowledge that I have provided complete and accurate information to the best of my knowledge and understand that this information will be used to plan and execute the event. I am aware that changes to the event details may affect the overall planning and execution and agree to communicate any such changes promptly.

Text

Terms of Service and Privacy Agreement

Have you read and do you agree to our Terms of Service and Privacy Policy?

Yes

Client Electronic Signature: