Event Planning Client Onboarding Form

Planning an event should feel exciting, not overwhelming. Whether you're organizing a wedding, corporate gathering, milestone birthday, or any special celebration, this Event Planning Client Onboarding Form helps event planners capture everything they need to turn your vision into reality.

This template is designed for event planning businesses, freelance coordinators, and venue management teams who need a streamlined way to collect client preferences, budget details, and service requirements—all in one place. Instead of juggling emails, phone calls, and scattered notes, you can gather essential information upfront and start building the perfect event experience.

What makes this form work for event professionals:

The form guides clients through key decisions—from event type and guest count to venue style, catering preferences, entertainment needs, and budget considerations. Conditional logic ensures clients only see questions relevant to their specific event, while built-in payment fields let you collect planning deposits or retainer fees directly through Stripe, PayPal, or Square.

With Paperform, this onboarding form doubles as a mini landing page that reflects your brand. Add your logo, choose fonts and colors that match your website, include inspiring event photos, and create an experience that builds trust before you've even met. You can embed it on your site, share it via social media, or send it as a standalone link to prospective clients.

Once a client submits their details, you can use Stepper (stepper.io) to automatically create a project in your management tool, add them to your CRM, send a personalized welcome email with next steps, and notify your team that a new booking is ready to review. If your service includes contracts, Papersign (papersign.com) can transform key details into a formal agreement and send it for eSignature—keeping the entire client journey connected and professional.

This template is perfect for wedding planners, corporate event coordinators, party planners, venue managers, and anyone in the events industry who wants to deliver a polished client experience from the very first interaction. With flexible pricing options, calendar integrations for consultation bookings, and the ability to accept deposits on the spot, you'll spend less time chasing information and more time creating unforgettable moments.