Event Planning Client Intake Form

Event Planning Client Intake Form for Canada

Event Planning Client Intake Form Template for Canada

This Event Planning Client Intake Form is a comprehensive document designed for use in Canadian jurisdictions, incorporating requirements from federal and provincial privacy laws, consumer protection legislation, and event-specific regulations. The form serves as an initial data collection tool and preliminary agreement between event planning service providers and their clients, capturing essential information about the proposed event, client preferences, requirements, and basic terms of service. It includes sections for both standard event planning requirements and jurisdiction-specific compliance elements, making it suitable for use across different provinces while maintaining compliance with local regulations.

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What is a Event Planning Client Intake Form?

The Event Planning Client Intake Form is designed for use at the initial stage of engagement between event planning professionals and potential clients in Canada. This document serves as a crucial first step in the event planning process, collecting detailed information about the client's requirements, preferences, and event specifications while ensuring compliance with Canadian privacy laws and consumer protection regulations. The form is structured to gather all necessary information for proper event planning, risk assessment, and service pricing, while also establishing preliminary terms of engagement. It is particularly useful for event planning companies, independent planners, and venues offering event services, as it helps streamline the information-gathering process and sets clear expectations from the outset. The document includes specific considerations for Canadian business practices and legal requirements, making it suitable for use across different provinces while maintaining compliance with local regulations.

What sections should be included in a Event Planning Client Intake Form?

1. Client Information: Basic contact details, including name, address, phone, email, and preferred contact method

2. Event Overview: Basic event details including type, date, time, estimated guest count, and desired location/venue

3. Budget Information: Expected budget range, payment preferences, and deposit details

4. Timeline and Deadlines: Key dates, planning milestones, and deadline requirements

5. Service Requirements: Core services needed (coordination, planning, design, vendor management)

6. Vendor Preferences: Preferences for key vendors like catering, decoration, photography

7. Special Considerations: Accessibility requirements, dietary restrictions, cultural considerations

8. Communication Preferences: Preferred meeting times, communication frequency and methods

9. Terms and Conditions: Basic terms including cancellation policy, liability, and payment schedule

What sections are optional to include in a Event Planning Client Intake Form?

1. Corporate Event Details: Specific section for corporate events including branding requirements, presentation needs, and corporate policies

2. Wedding-Specific Information: Details specific to weddings including ceremony requirements, wedding party information, and tradition-specific needs

3. Entertainment Requirements: Detailed section for events requiring specific entertainment arrangements

4. International Guest Considerations: Section for events with international attendees, including translation needs and cultural considerations

5. Virtual/Hybrid Event Components: Section for events with virtual elements including platform preferences and technical requirements

What schedules should be included in a Event Planning Client Intake Form?

1. Schedule A - Service Packages: Detailed breakdown of available service packages and their inclusions

2. Schedule B - Payment Schedule: Detailed payment timeline and installment amounts

3. Schedule C - Vendor Agreement Templates: Standard agreements for various vendor types

4. Appendix 1 - Venue Requirements Checklist: Detailed checklist for venue specifications and requirements

5. Appendix 2 - Event Timeline Template: Standard timeline template for different event types

6. Appendix 3 - Insurance Requirements: Detailed insurance requirements and liability information

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok��˰� | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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What is a Event Planning Client Intake Form?

What sections should be included in a Event Planning Client Intake Form?

What sections are optional to include in a Event Planning Client Intake Form?

What schedules should be included in a Event Planning Client Intake Form?

Authors

Alex Denne

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