Event planning questionnaire for clients
A free template for your next event: seven questions about what the client wants, a board of settings to react to, and three pairs to choose between. Send it as one link to the whole client team.
Step 3 of 3 · Comparison
Which is closer to the event you want?
Three pairs for each person, made from the settings they liked on the Moodboard.
Event plan
Which is closer to the event you want?
Pick the one that feels more like your event.
Using the images you liked earlier as the comparison field.
Every question in the template.
This is the Event plan exactly as the client team gets it, in order. Change any of it before you send it.
Welcome
Always first
- Title
- Event plan
- Your note
- A few questions and pictures before we start planning. Everyone on your team gets the same link, so answer on your own. There are no wrong answers.
- What they’ll do
- Answer 7 short questions
- React to about 9 images
- Choose between 3 pairs of images
- Time
- Encore works it out from the steps. They can stop and pick up where they left off.
Step 1 · Form: About the event
7 questions · Slides, one question per screen
- 1
What is this event mainly for?
Pick One- Thanking people
- Celebrating a milestone
- Launching something
- Bringing a team together
- Raising money
- Sharing ideas
The purpose first. Everything else follows from it.
- 2
Should guests mostly sit and listen, or move and talk?
Word Pair- Sit and listen
- Move and talk
One quick choice that settles the format: a seated program or a standing reception.
- 3
How formal should it be?
Spectrum- Come as you are
- Black tie
A slider between two ends. It sets the dress code, the venue and the menu.
- 4
How many guests do you expect?
Number- Placeholder: For example, 120
The number that decides which venues are possible.
- 5
You have 10 points. Give them to what matters most.
Dot Voting- Food and drink
- The venue
- Speakers or program
- Music and entertainment
- Decor and lighting
- Something for guests to take home
Ten points to spread. Where the points land is where the budget should go.
- 6
Which of these should we include?
Stake Checklist- Photographer (about $1,500)
- Live music (about $3,000)
- Guest transport (about $2,000)
- Printed program (about $400)
Your own estimate sits in each line (the template’s figures are examples), so they choose with the cost in view.
- 7
What would make this event a success for you?
Open Text- Placeholder: In your own words
Their own measure of success, in their words.
Step 2 · Moodboard: Settings you’d like
9 images · react to at least 5
The client team sees: “Tap images to react. Tell us what you like and what you don’t.” They click a picture, rate it from 1 to 10, pick what draws them in or puts them off (Mood & energy, Overall aesthetic and more), how it makes them feel, and can add a few words.
Step 3 · Comparison: Which is closer to the event you want?
3 pairs per person
- Title
- Which is closer to the event you want?
- Description
- Pick the one that feels more like your event.
- Pairs
- 3 for each person, one pair at a time.
- Source
- Automatic: the pairs come from the pictures each person liked on the Moodboard. Swap in the venues you’re considering and they choose between those.
Ending
Always last
They’re thanked by name and see what stood out in what they chose: the images they rated highest and the words they picked. You see every answer in Results.
Start your trial and the Event plan is ready to edit and send.
Questions about this template.
Yes. It comes with every Encore account, including the 14-day free trial.
Yes. Every question, picture and pair is yours to edit, reorder or delete before you send it.
It’s seven short questions, nine pictures and three pairs.
Yes. Swap the template’s pictures for your own venues and set-ups. People react to whatever you put on the board.
Yes. Send each of them the same link. Results shows each person’s answers and where they agree.
Send it before your next planning call.
14 days free. Add a card to start; nothing is charged until the trial ends. Cancel any time from Settings.