Awhile back I shared some thoughts on both how to attract your ideal clients and how to create wow factor through developing a top-notch client experience. But what do you do once you've actually found and booked those dream clients?! The process is only just beginning when they sign on the dotted line and there's lots more groundwork to be laid before you can really get going with planning the wedding of your client's dreams.
One of the best ways to get things started on the right foot is to give your newly-booked client an intake questionnaire that will help you get to know them and their needs better. All planners use slightly different forms based on their preferences and the kind of information they'll need to know for their unique planning process. In this post I thought I'd share a few key components to my own new client intake questionnaire to help get your wheels turning for what you should include in yours!
By putting a decent amount of forethought into what research and information you'll need to gather from your new clients you'll save yourself and your clients lots of going back and forth and make sure you start things off well right out of the gate! Here are a handful of things I'd suggest including in your new client questionnaire:
1. Basic Personal Information
This is obviously a given since you'll want to know how to stay in touch with your new clients and make sure you have basic background on them. I typically ask for things like:
- Phone number
- Email address
- Mailing address
- Emergency contact
2. Basic Wedding Information
You'll want to have all the basic wedding information covered and in one spot for ongoing reference as you start planning. Find out things like:
- Headcount of bridal party
3. Style & Preferences
Here's where we start getting into the fun part! You'll want to get as much helpful information from your clients as possible to help you in your initial planning process. The fewer time you have to adjust and revise your plans, the easier and better for everyone! You could ask questions like:
- What style best fits your dream wedding? (ie: classic, traditional, elegant, simple, glam, romantic, luxurious, artistic, fun, bold, dramatic, modern, clean, old world, gothic, vintage, rustic, other)
- What elements are the most and least important to you about your wedding (ie: venue, food, flowers, dress, pictures, budget, etc)
- Do you have any must-haves or deal breakers?
- What is your vision for you wedding?
- What do you want people to remember most about your wedding?
4. Food Preferences
You'll want to get a good assessment of what your client's food preferences are so you can compile several good suggestions for catering or food service. Ask questions like:
- What are the bride's favorite foods/snacks/drinks?
- What are the groom's favorite foods/snacks/drinks?
- Where is your favorite place to eat? (Individually and together)
- What was the first restaurant you went to as a couple?
- Are there any foods/restaurants related to your engagement?
- What would your friends or family say is the one food or drink you couldn't live without? (Both bride and groom)
- What style of food do you want at your reception? (ie: buffet, hors d'oeuvres, passed, family-style, seated, combination)
- What beverages would you like at your reception? (ie: full hosted bar, cash bar, combination of the two, beer/wine only, non-alcoholic
- Are there any food restrictions, special diets, or allergies we need to consider?
5. Flower Preferences
Next up is getting your bride's flower preferences! You could include questions like:
- What colors have you chosen for your wedding?
- What are your favorite flowers?
- What are your least favorite flowers?
- Do you prefer real or artificial flowers?
- Do you have any floral allergies?
6. Extra (Fun!) Information
This is where you can really go the extra mile to get to know your clients well, which will only help you as you work on putting together the perfect wedding with them in mind! You could include questions like:
- What is your occupation?
- What are your hobbies and interests?
- Where are your favorite places to shop?
- What TV shows can you absolutely not miss?
- What's your favorite movie of all time?
- What would I find on your radio?
When you're putting together your own new client intake questionnaire make sure to think of as many details as possible that you could get squared away right at the beginning to make the remaining process as smooth as possible for everyone involved! And make it your own - depending on your specific service offerings and specialties, you may have different questions that would be beneficial to include.
Do you have any tried and true tips for creating a kick-booty new client questionnaire? Share them in the comments below!