Do you have to plan an event but are not sure where to begin? No matter whether it is a small corporate gathering or a large-scale event, a pre-event planning questionnaire should be an essential requirement for your team.
What is an event plan questionnaire, though, and what are the questions that you should be asking your clients? We thought we would take a closer look to help you.
What is a pre-event planning questionnaire?
As the name suggests, a pre-event planning questionnaire is a unique document that is designed to ensure that your event team has all of the information they need to start. The interview form is designed to cover every aspect of the event, from the initial concept through to the post-event break down.
The more thorough you are with your corporate event planning, the greater the results and the smoother the whole process will be. Of course, this template is not just about giving your team an insight into the client and their vision for the perfect event. It also encourages them top to start thinking about what they want to achieve.
When you have this information, you will then be able to start planning and implementing the required strategies to ensure the very best event possible. Of course, while you might be tempted to include as much information as possible, it is always important to remember to keep your questionnaire clear and concise.
You should remove any unnecessary questions to save your client time while also ensuring that you are not using complicated or hard to understand language. The very best pre-event planning questionnaires will also be as specific as possible, avoiding vague questions which could lead to confusion or misunderstanding.
Why is it important to create this form for your clients?
A pre-event planning questionnaire is designed to ensure that event planners and clients are able to communicate effectively and ensure that the project is as smooth and hassle-free as possible. The template should be formed of well-constructed and insightful questions that help your team to understand:
- What the event is and who is hosting it.
- The size and scope of the event.
- Key details.
- The budget and timescale.
When your team has all of this information, it helps to reduce the time-consuming back and forth with clients to ask simple questions or to seek clarification. It also ensures that you have a clear idea of what your client’s expectations are from the project, allowing you to create the very best event possible, maximizing your results.
A thorough corporate event planning template will also reduce the risk of a misunderstanding leading to a major mistake. When you are able to see the entire picture from the outset, your team will be able to ensure that every tiny detail is covered.
The 10 best questions to include in your event planning client questionnaire
Now you know the importance of a pre-event planning questionnaire, it is time to start putting your template together. However, it can be tough to know where to begin if you have never created a corporate event planning template.
We know how confusing and complex it can be. That is why to help you, we have put together our top ten questions to include:
- What is the event you are planning?
This is one of the most important questions to include on your pre-event planning questionnaire and will allow your team to understand exactly what the occasion is for. It will also ensure that the event fits with your usual remit.
- What are you hoping to achieve?
Alongside understanding what the event being planned is, you also want to understand what the client’s goals and objectives are. By asking them this question, it will give your team the insight into what they need to achieve from the event.
- Have you ever worked with an event planner before?
This is an important addition to any pre-event planning questionnaire. By asking them this question, it will help you to understand their previous experiences and what they might have liked or disliked from their last planner.
- Who is your target audience?
Understanding not only who will be attending the event but also the overall number of guests that are expected is another essential question for any event plan questionnaire. This will allow your team to understand who they need to be targeting pre-show.
- Are there any sponsors?
Many corporate events will have sponsors, so this is an important question to ask as it will allow your team to understand whether there are additional partners that need to be considered.
- Do you have a marketing and PR plan?
Marketing and PR are an essential part of any event, and asking this questions will ensure your team knows what deadlines they might need to abide by, as well as allowing them to support with the promotion of the event more effectively.
- Is the event going to have a specific theme?
Some clients will want their event to have a specific theme. Asking this question on your corporate event planning template will ensure your team understands any particular things that they need to include.
- Will you need to hire event staff?
This question will ensure your team understands whether hired event staff or volunteers will need to be incorporated into the plan.
- What are your budget and timescale?
Events can take a long time to plan, so this question will ensure that your team understands if the client’s expectations are realistic and match your pricing structure.
- Who is the main point of contact?
Finally, you want to establish who the main point of contact will be. This will ensure that the process remains as smooth and as quick as possible, minimizing the risk of miscommunication.
Use and customize this event planning questionnaire
Are you tired of miscommunication with clients? Want to make sure your team is always able to put on the very best events possible? Developing a clear and comprehensive event planning questionnaire for clients should be an essential requirement.
It can be tough to know where to start, though. That is why HolaBrief is here to help you! Our mission is to help you say goodbye to those endless email threads and continuously chasing clients for information. We have put together a thorough event plan questionnaire that you can download and use today.
This completely editable template will provide you will all of the information you need to ensure that your next event will be a success. We have curated the questions to get all of the insight you need from your clients, so if you want to find out more, start using our template today by creating a free account in HolaBrief or get in touch with our team to find out more!
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