Ask the right questions before the event

Separate quotation questions from preparation questions

An enquiry form establishes whether you can quote. A booked-client questionnaire collects the details needed to deliver the agreed service. Repeating the entire enquiry form makes clients work twice and can introduce conflicting answers. Start with the accepted booking reference, event date and service scope, then ask only for details still needed or requiring confirmation.

Collect answers the delivery team can act on

Ask for the venue contact, permitted arrival window, loading arrangements, setup location and collection time. Record who can approve changes on the day. For a wedding supplier, distinguish the couple's preferences from the venue's access rules: a preferred setup time is not proof that the venue will allow entry.

• Who will meet the supplier, and how can they be reached?
• Which entrance and loading space have been agreed with the venue?
• What must be ready before setup can begin?
• Who confirms the final layout and collection arrangements?

Example: turn a vague timing answer into a plan

A client writes 'arrive in the morning' for a Saturday event. Ask them to confirm the venue-approved access window, when guests arrive and when the room must be clear. Record 'access 09:00–10:00; setup complete by 11:00; venue contact to confirm loading entrance' as a proposed plan, then obtain confirmation. Do not present an unresolved assumption as an agreed instruction.

Use a final review rather than another full questionnaire

Set a review date suitable for your preparation needs. Send the client the details already held and ask them to confirm or amend specific items. Keep the original response and date each revision. When a change affects scope or price, agree the change separately before updating the delivery plan. Give staff one clearly labelled final version.

Keep personal information proportionate

Collect contact details and practical requirements needed for the booking. Avoid inviting unnecessary sensitive information in open text boxes. Restrict access to the people preparing the event, explain how clients can correct their answers, and follow your documented retention policy. The Event Client Questionnaire Pack supplies editable documents; you decide how to send, store and review completed copies.