Wedding planner intake form that keeps expectations realistic from day one
A wedding inquiry usually arrives with excitement and vague ideas. A structured intake form helps you turn that energy into a concrete plan with dates, numbers, and constraints you can actually work with.
What is a wedding planner intake form?
A wedding planner intake form is a guided questionnaire that couples complete before your consultation. It collects dates, locations, guest counts, priorities, and budget so you can quickly see if the project is a fit.
Pain points
- Spending discovery calls asking for basic details you could have collected earlier
- Unclear budgets leading to unrealistic expectations
- Important stakeholders and constraints appearing late in the process
How Intakly helps
- Gather logistics, preferences, and constraints before you get on a call
- Use structured questions to align vision and budget early
- Let AI highlight red flags and missing information so you can follow up quickly
Who this is for
- Wedding Planners
- Day‑of Coordinators
- Destination Wedding Specialists
FAQ
- Is this intake form suitable for both full‑service and partial planning? Yes. You can keep the same structure and adjust a few questions or labels depending on whether you offer full‑service, partial planning, or day‑of coordination.
- Can couples fill this out on mobile? Yes. Intakly forms are mobile‑friendly so couples can complete the intake on their phone between other tasks.
- How does AI help with wedding inquiries? AI reads long answers about priorities, constraints, and past experiences with events, then surfaces a short summary with budget fit and potential risks.
Details
Use intake to protect your calendar
Wedding planning is emotional work. You need enough information to decide if a couple is a good fit for your style, capacity, and pricing before you invest hours into proposals.
Instead of running every inquiry through the same long call, you can:
- Share your wedding planner intake form as the first step.
- Review the AI summary and key data points inside Intakly.
- Invite only the best‑fit couples to a deeper consultation.
Clients feel looked after because you arrive prepared, and you avoid committing to projects that were never aligned with your service in the first place.
Example sections to include
- Wedding details: date, location, type of ceremony and reception
- Guest count and high‑level schedule
- Top three priorities for the day
- Budget range and non‑negotiables
- Vendors already booked or preferred
- Past event experiences they want to avoid repeating
You stay in control of scope and expectations while keeping the tone warm and reassuring.