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Pre-event planning questionnaire

pre event planning questionnaire

Hey there!

Are you an event management company, a corporate planning division, or simply a startup planning your first big event? This Pre-event planning questionnaire is just for you.

Crafted with care, it gathers the vital details for staging successful events. It'll help facilitate the planning process, ensuring everything goes off without a hitch. Whether your event is a cozy meet-and-greet or a massive expo, this questionnaire is a great way to start nailing down those details. Let's get planning!

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Questions to include on your Pre-event planning questionnaire

1. Event Basics

This section will help you gather essential details about the event.

  • What is the name of the event?
  • What is the purpose of the event?
  • What is the expected date of the event?
  • What is the expected duration of the event? (Hours, Days, Weeks)
  • What is the expected number of attendees?

Understanding the purpose of the event will help tailor the specific needs and requirements of the event. The expected number of attendees will give a sense of the scale of the event.

2. Venue Details

This section is to capture information about the preferred event location.

  • Do you have a venue in mind?
  • What are the preferred facilities/amenities at the venue?
  • Do you need assistance in booking the venue?

The preferred facilities/amenities question allows to understand the infrastructure needed for the event. The question on assistance in booking the venue helps to understand if they require additional services.

3. Event Requirements

This section will help understand specific requirements for the event.

  • What kind of food and beverages will be provided?
  • Are there any specific technical equipment required?
  • Do you require any specific room setup or decoration?
  • Are there any specific speakers/entertainers required for the event?

The questions on specific room setup, decoration, and speakers/entertainers enables a thorough understanding of the event vision from the client's perspective.

4. Budget Information

This section addresses financial considerations for the event.

  • What is the estimated budget for this event?
  • Do you require any financial assistance or sponsorship for this event?

The budget question is crucial to understand the scale of the event and to manage resources accordingly. The question on financial assistance or sponsorship can help identify if the client needs help sourcing additional funding.

Other question ideas

When you are creating your Pre-event planning questionnaire, here are some additional questions you may want to consider. These won't apply in every case, but should give you some ideas as you build out your form.
  • What is the desired outcome of the event?

    This question will provide insight into the goals and objectives of the event, which can help in planning the activities and flow of the event more effectively.

  • Is there a theme for this event?

    Understanding the theme can provide direction for decorations, invitations and even food and beverage menus.

  • Will this event have any green/sustainable practices?

    This question promotes environmental responsibility and may reveal the client's values and preferences.

  • Are there any special considerations or accommodations required for attendees, such as dietary restrictions or accessibility needs?

    This ensures that all guests will be catered for and can bring to light any unique aspects of the event's guest list.

  • Would you like to include interactive elements (e.g., photo booth, games, contests)?

    Interactive elements can enhance attendee engagement and enjoyment. This question can reveal the client's approach to attendee engagement.

  • Will there be any VIPs or special guests at the event?

    This question can reveal if there are additional considerations or preparations needed to accommodate these individuals.

  • Do you require social media or marketing support for this event?

    This can provide insight into the client's marketing needs and if they require assistance in promoting the event.

Things to consider

  1. Clarity - Make sure that each question is understandable and straightforward to ensure the person filling out the form doesn't get confused or misinterpret questions.
  2. Required Fields - Mark necessary fields as mandatory to ensure that all crucial information is collected. However, do not overuse this feature as it can cause form fatigue.
  3. Adaptive Forms - Implement conditional logic to make the form adaptive. This means that certain questions appear only based on previous answers, keeping the form relevant and not overwhelming.
  4. User-Friendly Design - Keep the design of the form simple and clean to make navigation easy. Consider using progress indicators for longer forms to let users know how much they have left to fill.
  5. Data Validation - Use HTML5 features to validate the data for fields like dates and numbers. This ensures that the input is in the correct format and prevents errors.
  6. Privacy and Consent - Be transparent about how you will be using the information collected. Include options for users to opt-in for future communications or promotions.
  7. Testing - Before launching the form, test it thoroughly to make sure all questions load correctly, the logic flow works, and data is saved correctly. This helps in identifying potential problems and rectifying them before the form goes live.

How to create your Pre-event planning questionnaire

Now that you know what questions you should include, it's time to build your form!

The only problem is that traditional forms tools are inefficient.

People will forget to fill out your form. They'll get stuck halfway and not be able to finish it. Or they'll send you the wrong stuff. You end up wasting hours chasing people down over email. 

That's why you should give Content Snare a try. 

Content Snare is packed with advanced features that will have you hours:

  • Automatic reminders - Remind people to complete their form with fully customizable reminders.
  • Reject incorrect information - If a single question is filled out incorrectly, ask your client to re-do just that one item.
  • Autosaving - No progress gets lost. People can fill out forms in multiple sittings.
  • Comments and questions - If the person filling the form gets stuck, they can ask a question without having to email you.

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