Balloons, tables, confetti, decorations, and the list of guests are some of the common inclusions when preparing for an event. This is why it is significant that an event planner has everything finalized and checked weeks before the celebration. To aid the planner and the event organizers, event planning intake forms are presented and used by planners for their clients.

Event Intake Form Sample

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What Is an Event Planning Intake Form?

An event planning intake form is a document that is used by event planners to determine the needs of their clients whether it is an event consultation and other event-related services. Aside from acknowledging the client’s needs, the form will also distinguish what type of process the client will need to undergo to cater his requests.

Community Initiated Event Intake Form

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Event Management Intake Form in DOC

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How to Make an Event Planning Intake Form

Event planning intake forms must be kept simple and easy to complete by any client. With this, event planners must follow the steps below if they prefer to create their own event planning intake form from scratch:

1. Name the document and the company.

Since there are varieties of event planning intake forms, it is significant that the type of document is stated at the top of the form along with the company’s name and logo. These will serve as the header that informs the client about what he will be completing.

2. Add a section that gathers the client’s contact details.

The contact information must have the client’s name, address, phone numbers, and his email addresses. Additionally, a separate area is indicated for clients who are corporations or groups. This area caters their company information and the name of the individual who will be responsible for answering the inquiries and questions of the event planner.

3. Enlist the services.

Event planners do not only deal with managing and planning an entire event but also providing consultations and advertising solutions for their clients. In this section, the specific services that the event planning company can offer should be enlisted with checkboxes on each item. The boxes will allow the client to indicate his choice as he completes the form.

4. Indicate an area for the schedules and venue.

The dates of when the services will be provided along with the time and the location of where the event planner and the client will have their meeting are the factors focused in this section. In addition, the event planner can also indicate an area in this section where the client can state if the event has been done previously along with a few information of when, where, and how the event ended.

5. Incorporate a section for the event details.

This is the last section where the client will state the event information such as the number of expected attendance, the type of catering services that the client chooses, as well as the event’s purposes.

Event Operations Plan Intake Form

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Private Event Client Intake Form

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Benefit of Using an Event Planning Intake Form

The main reason why event planners use event planning intake forms is to gather sufficient information and determine the expectations of the clients. The form serves as a tool for both the client and the planner to acquire an agreement of what the services are requested for making the event a successful celebration. Nonetheless, the event planner must also use other documents such as event registration forms, event requests, and event evaluation forms. All of these documents will contribute to the making of the event and for assuring the client that his thoughts are also significant to the event planner.

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