Event Planning Intake Form

Fully editable with custom branding. Send, print or embed online.

Event Planning Intake Form

Fully editable with custom branding. Send, print or embed online.

Template

/5 - votes
Downloaded times
Use template
Legally vetted
Track opens & views

First Name
Last Name
Acme LLC.
Client
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
Client
First Name
Last Name
Corporation Corp.

Event Planning Intake Form

Fully editable with custom branding. Send, print or embed online.

Event Planning Intake Form

Fully editable with custom branding. Send, print or embed online.

Bonsai has helped create 1,023,928 documents and counting.

Trusted by 500,000+
business owners

Date: March 8th 2023


Between:

Coach:

First_name
Last_name
Acme LLC.
Client:

First_name
Last_name
Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.

1. WORK AND PAYMENT.

1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.

2.DUTIES AND RESPONSIBILITIES.

- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.

3. REPRESENTATIONS.

3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.

4. TERM AND TERMINATION

This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).

3. INDEPENDENT CONTRACTOR.

The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.

6. CONFIDENTIAL INFORMATION.

6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.

7. LIMITATION OF LIABILITY.

Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.

8. INDEMNITY.

8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.

9. GENERAL.

9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.

THE PARTIES HERETO AGREE TO THE FOREGOING AS EVIDENCED BY THEIR SIGNATURES BELOW.

Coach

First_name
Last_name
Acme LLC.
Client

First_name
Last_name
Corporation Corp.
Table of contents

If you're getting ready for your next consultation on planning an event, you might be looking for an effective way to gather all the information you need. You know just how much goes into organizing the perfect event, from choosing the ideal location to the music, food and all minor but crucial details that tie everything together. You wouldn't want your efforts to fall short of your client's expectations right?

Well, implementing an event planning intake form to your onboarding process can make sure that never happens. By asking your clients key questions before the event, you can be certain whether or not you can fully comply with their requests and set the right expectations. So what are these crucial questions that you must ask? Here's a list of elements you must not miss so you can ace your next event.

Note: Use Bonsai's all-in-one small business product suite to take your event planning business to the next level. From client intake forms, to proposals, contracts, invoicing and everything in between, we make your administrative tasks a total bliss! Try a 14-day free trial here.

What Should Be Included in Your Event Planning Questionnaire?

Depending on the type of event you will be planning, the questions you include in your form may vary. For example, if you are a wedding planner, you may not need to include any inquiries regarding marketing the event or what the target audience is, so stick to your personal challenges and use what works for you.

Remember, if you have already met with the client before sending out your intake form, feel free to change it up or add questions that you find relevant to your client that we might not have included here. Here's what you should cover on your intake form.

Contact Information

A basic but essential element of your intake form is the client's name (or business name) and contact details. This includes phone numbers, email address and billing address. To get a better idea of who you'll be working with, especially if you do corporate events, you can inquire about the company size, values, industry, and what kind of services they offer.

Working Relationship

You must include a set of questions on your client intake form that give you an insight on your client's expectations, their unique perspectives and previous experiences with event planners. It should also cover their preferred method of communication and how much work might be required on your end. These questions (or some variation of them) will help you uncover these aspects of the working relationship.

- How did you hear about us?

- Have you ever worked with an event planner? If yes, what aspects did you like and dislike about it?

- What do you envision the experience of working with an event planner to be like?

- What types of event planning services are you seeking?

- Why did you decide to work with me specifically?

- What aspect of collaborating with an event planner is most crucial to you? What do you need from me the most?

- Do you anticipate collaborating with me or delegating most tasks to me?

- What method of contact do you prefer?

- Do you have any preferred times to contact you?

Event Details

Next, you want to dig deep into the nature of the event and get an overview of the areas where the client will need help. Find out what type of event they are hosting, who they are hosting it for, their budget and what are the reasons behind the event. Here are some examples of questions you can use to dig deeper.

- What kind of event are you planning? (weddings, corporate events, fundraisers, conferences, etc...)

- When and where is the event taking place?

- How long do you plan the event to run for?

- What is the main objective for this event?

- How are you going to measure the success of the event?

- What, in your opinion, distinguishes your event from others?

- Do you have any worries or potential challenges with this event?

- Do you have any plans to purchase event insurance?

- How many people are expected to attend the event?

- Describe the group of people you are inviting.

- What is your overall or per-person total budget?

- Do any of your guests require special accommodations due to a personal problem (e.g., a loss in the family, people needing disability access)?

- What additional dietary choices or food options (vegetarian, vegan, gluten-free, etc.) will you need to offer guests?

Note: Try our free event planner invoice template to send billing requests to clients. Our software is easy to use and design professional looking invoices to clients. Try our software out for 14 days free.

Client Preferences

Some clients will have everything completely organized and decided, and are just looking for assistance with implementation, while others may be completely lost. Include a set of questions to determine how clear they are on their preferences and if there's any wiggle room for your own ideas.

- For your theme, have you decided on any colors?

- Do you have any Pinterest boards, photographs or any visual aids to use as theme inspiration?

- What kind of mood or tone do you want to create?

- How do you want to feel during your event personally?

- Are you open to new proposals or concepts as they emerge?

- What are some essential elements you consider your event should have?

- What impression do you want guests to have of your event?

Additional Support

You'll also want to find out if your client will need any additional support, especially regarding services that you may not provide. Plus, you can use this information to make sure there is enough space for everything the client has planned. Try including the following questions.

- Do you require assistance spreading the word or marketing your event?

- Will there be speakers, a host, live entertainment, or other presenters? Who, if so?

- Do you need sponsors for your event?

- Are you looking to hire event staff?

- Which kinds of suppliers do you anticipate being required for the event? (florists, photographers, caterers, equipment rentals, etc...)

- Would you like to offer any transportation services for your guests?

- Do you need help creating a menu?

- Will you also provide beverages, either alcoholic or not?

Create Your Own Event Planning Intake Form With Bonsai

With Bonsai's custom comprehensive client forms, you can save time and seamlessly create the perfect event planning intake form. Our fully-customizable forms allow you to include as many questions as you'd like, and you can choose whether the answer should be a text, a single option, or a list of choices. After you've finished modifying your form, you have three options: send it immediately via email, let customers fill it out by sharing the URL, or add it to your website.

This is truly the easiest and most effective way to gather and keep track of all the information you need for your event planning business. If you need more help, Bonsai offers many other amazing administrative tools including invoicing software, payment integrations, accounting features and tax estimates. Basically, everything you need to run your business end-to-end. Start your 14-day free trial today and see for yourself!

Frequently Asked Questions
Questions about this template.