Client intake form questions, by trade.
A client intake form asks the questions you need answered before you can quote: date, place, size, style, budget and how they found you. Start with the basics every vendor needs, then add the questions for your trade. Copy the lists below into any form tool and keep the form short.
Updated
The basics to ask first.
- Name, email and phone, and the best way to reach them.
- Event type, such as wedding, birthday, corporate event, festival or private party.
- Event date (and a backup date, if flexible), start and end time.
- Venue name and address, and whether it is indoors or outdoors.
- Approximate number of guests.
- Budget range, or what they are hoping to spend, so you can suggest a fitting package.
- What they are looking for, in their own words, and anything that is important to them.
- How they found you, and whether they are comparing other vendors.
Photographers, DJs and henna artists.
PHOTOGRAPHERS. [Hours of coverage needed.] [Moments or parts of the day to cover.] [Number of locations and travel between them.] [Must-have shots or family groups.] [Style they like, and a link to examples.] [Deliverables wanted: gallery, prints, album.] [Any venue restrictions on flash or tripods.]
DJS AND MUSICIANS. [Set length and start time.] [Ceremony, dinner and dance, or dance only.] [Music they love and music to avoid.] [Do they need a microphone or announcements.] [Venue power, space and sound limits.] [Load-in time and who to contact there.]
HENNA AND BEAUTY ARTISTS. [Number of people expected.] [Designs wanted: bridal, simple, guest designs.] [Time available per person.] [Allergies or skin sensitivities.] [Where on site you will set up.] [Does anyone need a trial or an earlier appointment.]
Caterers, bakers and makers.
CATERERS AND FOOD TRUCKS. [Service style: buffet, plated, drop-off, truck.] [Guest count, including children.] [Dietary needs and allergies.] [Cuisine or menu ideas.] [Kitchen or power access at the venue.] [Setup and serving times.] [Equipment, plates and staff needed.] [Whether alcohol or permits are the venue's responsibility.]
BAKERS AND DESSERT MAKERS. [What they want: cake, cupcakes, dessert table, favors.] [Servings needed.] [Flavors, fillings and dietary needs.] [Design inspiration or colors.] [Delivery or pickup, and the address.] [Setup time and who will receive it.]
MAKERS AND CUSTOM ORDERS. [What they want made.] [Size, materials and colors.] [Reference photos.] [Deadline and what it is for.] [Personalization text or names.] [Shipping or pickup.]
Rules for a good intake form.
- Ask only what you need to quote. Every extra question loses some clients.
- Mark required questions and keep the rest optional.
- Use short answers or tick boxes where you can, and one free-text box at the end.
- Say what happens next, for example: "I'll reply with a quote within [Time]."
- Ask about allergies or access needs only if your trade requires it, and say how you will use the answer.
Ask these when they inquire.
- Ask clients your own questions when they inquire, so the answers arrive with the request.
- Your storefront shows your packages, photos and a booking link you can share anywhere.
- Keep every client, booking and message together in one client list.
Common questions.
What questions should a client intake form ask?
Contact details, the event type, date, time, place, guest count, budget, what they want and how they found you. Then add the questions that change your price or plan, which depend on your trade.
How long should a client inquiry form be?
As short as it can be while still letting you quote. Mark a few questions as required and leave the rest optional. A long form loses people before they finish it.
Should I ask about budget on the form?
Yes, as a range or a simple choice. It lets you suggest a package that fits, and saves you quoting something the client was never going to book.
What should photographers ask a client before quoting?
The date and venue, hours of coverage, the moments to capture, number of locations, style, wanted deliverables and any venue limits. Add family groups or must-have shots if they matter for the event.
What should a caterer ask before quoting?
Guest count, service style, menu ideas, dietary needs and allergies, venue kitchen or power, setup and serving times, and what equipment and staff the client expects you to bring.
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