12 Common Event Planner Questions To Ask Clients

You need to impress every prospect who comes your way to run a successful event-planning business. Partnering with the wrong clients can cost you money and time, and those resources can be used to land better clients.

It’s very important that the person who is paying the bills feels comfortable with you. In your first meeting, don’t forget to ask your new client all of their questions. Make sure you know what they do. Know the history of their business. If you don’t get the right answers, or if things just seem a little off-kilter, it might be wise to seek other options to avoid a possible catastrophe down the road.

As an Event Planner, you don’t want to spend your time doing the same thing over and over again. This article is full of ideas and advice on how to make the most of every minute that you have with your client. It’s not easy to know where to start. There are many important questions to always ask your clients, but these are the 12 most important:

Good event questionnaires should include these things:

There are a lot of ways to ask probing questions. All three of the elements will be included in a great event planning questionnaire:


Write down everything that might come up in an interview to keep yourself prepared. We recommend starting with the most important questions, and adding new suggestions as you progress.


If you’re only offering wedding planning services, you shouldn’t focus on questions regarding registration and event marketing.


Do you have any questions for this client that aren’t on the list? If you trust your gut then speak up and if you don’t know the answer, ask.

Here are the most common and important pre-event planning questionnaire you should ask your clients:

What is the estimated date and location of your event?

This is the most basic question you’ll be asked during an interview, but it’s also the most important for your client to answer directly. If you feel anxious, conflicted, or nervous about this topic, that could indicate that this is an issue you need to think about more deeply.

Of course, some clients will want to use your services, but they should have at least a few locations in mind. This is why it’s important to know your clients and how they like to shop for products.

How much is the budget for your event?

You should be leading the conversation with a per-person budget inquiry, as this gives the customer a sense of how much she has invested in the event and how much thought the customer has put into her budget. Relying on a price point to generate business is too far removed from the guest experience.

Whatever number you give your client to represent their budget, you should break it down into a per-person rate to make sure that you have a realistic idea of what your fees will be and what you can charge.

How many guests do you invite?

The cost of the event for 200 attendees is huge, so if your client gives you a wide-ranging figure, then they haven’t done any research on the cost. In this case, you’ll immediately want to proceed with the next question on the list.

What are the three most important things you need in your life?

After you know more about the budget, it is time to figure out if it is large enough to meet your client’s expectations. Must-haves can sometimes present a major roadblock in certain situations.

Many people want a particular celebrity to perform at their event, yet they have no idea how much the event will cost or whether that person is available. This is one of the areas where you might want to take the lead, but your clients will also have input. You can’t always rely on the client to bring this up.

What are some things you don’t want to have at your event?

Although very similar to the previous question, adding the negative connotation can add significant insight for the planner. For example, if your client is adamantly against serving chicken for dinner, then your best bet is to explain that the best options are turkey. A repercussion of this could be an increase in food costs. If you are planning to make chicken wings as a new restaurant menu item, you must consider other options.

Understanding how a no-no list affects the big picture is a critical skill in assessing client compatibility.

What kind of guests will be attending your event?

Is this an official and/or corporate event, or a private one? You want to make sure the client’s guests are linked to the event, or the event is just about what is being offered, not who is throwing it. Knowing what type of people will be at the event and their relationship with the client can help give you a better idea about the type of event this will be.


Most importantly, what is the purpose of your event?

There are many reasons why this question is overlooked, which may have more impact than you’d think. For corporate events, the focus could be on things such as branding, marketing, networking, or other types of events. The client’s level of interest in the event is predominantly business-related since it relates to his or her professional life.

For personal events, the “why” behind the “why” is usually a celebration of a special occasion or milestone. We don’t need to know why this event is taking place. It’s their special day, so it’s all about how we plan to make their special day truly memorable and unique.

Additional questions you can ask your clients

Asking these questions will help you and your clients get a feel for where you are coming from. Here are some sample survey questions for event planning:

  1. Do you have any experience working with an event planner? What did you think about the experience, and what can we do to make it better this time around?
  2. If your clients have never worked with an event planner before, it’s important to imagine what they would be like. They might be expecting you to do things you don’t offer.
  3. If you have alternative options you can recommend, like a list of specialists you can recommend or more flexible pricing, be honest about what you currently offer.
  4. It is important for small businesses to ask their customers how they heard about you and what they know about you. Are they referring to another event? They have a good idea of your style. Did they locate you online? It’s time to wow them with your personality after they’ve reviewed all the facts and figures on your website.
  5. Did they like what you had to say during the consultation? Once you get to work, place a star next to the answer and make sure you deliver it.

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You could always hire an event planner to help you plan a successful grand opening ceremony. Sit back and let 24OwlsGroup event management do all the work for you!

24owlsGroup has five years of highly successful event experience and experienced and dedicated staff that consistently maintains the highest standards of performance, making each occasion to be truly a memorable and unique experience.

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