A client intake form for wedding planners
A wedding planner decides whether to take on a couple from a few facts: the date, the guest count, the budget, what is already booked and how much of the planning the couple wants to hand over. The intake collects those before the first consultation, so it is spent on the wedding rather than the logistics of quoting it.
What should wedding planners ask first?
| Ask | Why it matters |
|---|---|
| What is the date, and is it set? | If you are booked that weekend, the rest does not matter. |
| Roughly how many guests are you expecting? | Guest count drives the venue, the vendors and the scale of the planning. |
| What is your overall budget for the wedding? | It tells you whether the vision and the budget can meet, and which of your packages fits. |
| What is already booked: the venue, a photographer, catering, anything else? | It decides how much planning is left and where you would start. |
| How much help do you want: full planning, partial planning, or coordination on the day? | Each one is a different package and fee. |
| Is the wedding local, or a destination? | Travel and remote vendors change the work and the fee. |
| Who else is involved in the decisions? | Families who pay often decide, and should be at the first meeting if they do. |
If an answer would not change what you do next, leave the question out. Each extra question is one more reason for someone to stop before they finish.
Which answers come back too vague to use, and what do you ask next?
The answers that cause a phone call are rarely missing. They are present and too loose to act on. A narrower follow-up, asked straight away while the person is still there, usually settles them. Offering likely answers shows the person the level of detail you need.
| What comes back | The follow-up that settles it |
|---|---|
| “Something elegant.” | Could you share two or three photos, or name a wedding or venue whose style you love? |
| “Not sure on budget yet.” | Which is closest for the whole wedding: under $30,000, $30,000 to $60,000, or more? |
| “Next fall sometime.” | Is there a month or a few weekends you are looking at? |
Follow up once per gap, then move on. If an answer is still unclear after one follow-up, flag it for whoever picks the request up rather than pressing.
When is a call or a visit still the right move?
Couples choose a planner they trust, and that takes a conversation. The intake decides who you talk to and what you bring: a package that matches the budget and the guest count, a view on the venue if it is booked, and time to talk about the wedding they want rather than the date.
How do you set this up from the Client intake template?
Acquainto has a Client intake template to start from. After you sign up, open Browse templates, pick Client intake, and it lands in the editor as a draft you can change before anything is published.
The template asks for a name and email, branches on the service the person is interested in, and asks one follow-up question per service. Its starting choices are consulting, design and development. Rename them to full planning, partial planning and day-of coordination, put the date, guest count, budget and what is booked on every branch, and use each branch’s own question for what that package needs first.
To see it from the other side, answer a demo built from the questions on this page. It is a demo: your answers come to Acquainto, not to a business, so leave out real names and contact details.
Acquainto runs it as a short written conversation instead of a form. It:
- asks a follow-up when an answer is incomplete, and asks for clarification when one is vague;
- uses a structured choice where precision matters and open conversation where detail matters;
- shows the person every answer before it is sent, so they correct their own mistakes;
- hands back one clean value per question, delivered to your own systems by webhook.
The person answering needs no account, and nothing has to be scheduled. Start free trial, see how it works, or compare plans.