Event Planning 101: Top Event Planning Questions to Ask Your Clients

I really enjoy hosting events. I love the buzz and the thrill. Above all, I love seeing how events create a lasting impact on the lives of the attendees. I love how events change people and build relationships. However, I must admit that it’s one of the hardest things to do. 

I was once part of a planning committee for one of the first events I’ve hosted and I didn’t have any idea where to start. Because we didn’t know where to get started, we hired a professional event planner to help us begin and move forward. And hiring a professional was one of the wisest decisions we’ve made. 

One of the things that made the event successful was efficient event planning. Before doing anything, the event manager asked us a bunch of questions. These questions didn’t only help our professional event planner to do her job, but it also helped us get more organized and really helped set the direction of the whole event planning process. 

These questions also improved the working relationships of the event planning team, making the whole process easier and more enjoyable.

The importance of a pre-event planning questionnaire

The event planning stage was a great success because our event planner was equipped with an event questionnaire. She asked the right questions and it became a real game-changer. Specifically, a well-constructed questionnaire can do the following:

• Helps you get an overview of things. Your questionnaire will help you to get the bigger picture of the event.
• Deals with the specifics. During your consultation, you will discuss not only the general matters but also some specific details.

• Get things done in a short amount of time. Knowing what to do now and what to do later will quicken the event planning stage.

• Helps you not to miss anything. Asking the right questions will help you not miss out on anything.

• Makes sure that you and your client are on the same page.

• Improves employee-employer relationship. A good working relationship always yields excellent results.

• Deals with concerns and confusion. You need to have a clear understanding and direction to prevent delays.

• Will prepare you for possible loopholes. Prevention is always better than cure.

If you’re meeting your client, having an event planning questionnaire will make the consultation process easier and more efficient. It will help you get to know your client more, discover their preferences and vision, and it will help you and your client set the right expectations. It will also help in clearing out any confusion and miscommunication.

New to event planning? Here’s a comprehensive guide to the event planning process to make the job easier.

Before digging into some of the top questions to include in your questionnaire, here are some tips you can use.

Tips for making your pre-event planning questionnaire

• Keep your questions simple. Make sure that you are easily understood. This will help you save precious time.
• Know your client beforehand. If this would be your first meeting with your customer, then background checks are definitely necessary. Knowing some basic details like nationality, residence, profession, age, and gender will help you know how to effectively approach your client.

Researching and getting to know your client beforehand will also prepare you for any adjustments, for example the case of a language barrier. Discovering any common ground with your client will make the conversation more relaxing and natural.

• Make it short. Conversation can take longer than you originally planned especially if you’re having fun. However, you should be mindful of the time. Though you want to appear to be as friendly as you can, presenting yourself as a professional is equally important. 

Also, keeping your questions brief and concise will allow you to cover all the prepared questions in a limited timeframe.

• Get to the point. Don’t beat around the bush or be unclear. Be intentional and clear with your questions. With event planning, you’re racing with time. Every second matters.

Now that you know some pointers and tips for crafting your questionnaire, let’s now go to the basic questions you should include in it.

Know more tips on how to host your upcoming event.

Questions to include in your pre-event questionnaire

I. Questions about working with an event planner

These questions aim to establish your working relationship with your client. It will deal with past experiences and your client’s expectations of you.

1. What is your experience working with an event planner before? How was it?
2. What do you value most in working with an event manager?
3. What are your expectations from me? What do successful clients do?
4. How can I contact you? What are the specific dates that we can meet and where?
5. Who do I contact for key types of information such as location/venue, marketing material and promotions, staffing, vendors, budgets/financing/accounting, etc.?
6. How involved can you be in the whole planning process?

II. Questions to get an understanding of the event at a high-level

After going through the basics, it’s now time to ask about the major details of the event.

1. What type of event are you planning to host? Is it a conference, seminar, wedding or reunion? How do you want to do it? Is it a virtual event? Live event? Or a hybrid event?
2. How long will the event take place? Is it a one-day meeting or a multiple-day event?
3. What’s your event budget?
4. What are the goals of the event? What do you aim to achieve through the event?
5. Where and when do you want it to take place? Do you have any preferred venue?
6. Who is your target audience or who are your guests? What are their demographics?
7. How many people are expected to attend? Participants, guests, and vendors included.

III. Questions about the client’s preferences and suggestions

It’s very important to know your client’s wants. As an event planner, you should align with your client’s vision. These are the questions that will help you with that.

1. What is your envisioned theme? Any color preferences?
2. What are some must-haves for your event?
3. What are the things you definitely don’t want to include in your event?
4. What’s the atmosphere you want to create?
5. Any favorites and suggestions? In music, catering service, AV supplier, activities, entertainment, and others.
6. Any ideas on souvenirs and tokens or gifts?

IV. Questions about event specifics

Get to know the specific event details. Here are some questions that will help you.

1. Are there any attendees in need of special attention or disabilities? What special facilities do we need to prepare?
2. Are there any food allergies from the participants and guests?
3. Will you require any proof of vaccination?
4. Who is your working force? Do you have volunteers?

V. Wrap-up questions

Wrap your meeting with these questions:

1. When do you start accepting registrations?
2. Do you have any concerns or potential challenges in mind for this event?
3. Do you have any questions for me?

Succeeding in your consultation doesn’t only require a comprehensive and excellent pre-event planning questionnaire. You need to make sure that the whole experience is seamless and productive. In order to do that, there are certain things you need to avoid doing.

Things to avoid during the consultation with your client

1. Arriving late. Now I know that being on time is the most basic rule of working but it wouldn’t hurt to remind yourself again. Arriving late is completely a rude and disrespectful act.
2. Divided attention. When you talk with your client, give him/her your uninterrupted attention. This will show that you are very serious about your job. As much as possible, look them in the eye during the conversation.
3. Personal questions. Every event is special. Intimate events like weddings, reunions and church fellowships are personal and extra precious. You might need to ask some personal questions but you should do so with your client’s consent.

Ready to plan your next memorable event?

Asking the right questions can make a big difference. It can turn the event from vague to clear, good to great, and mediocre to memorable. Events have the power to bring people together and it helps strengthen communities.

Here at Event Smart, we help thousands of event planners and organizations make their dream events come true. We help with their event registration and ticketing process. By letting us handle these tedious tasks, you can have free time to attend to more important matters.

Contact us today by starting our free trial.