The following questions help to build the event vision, determine the client's priorities, and provide guidance for budget development. Some expenditure items may seem insignificant, but if not included in the budget during the initial stages of event planning, they can quickly add thousands or even hundreds of thousands of dollars in unexpected costs to the total budget, such as labor costs involved in large-scale installations.
Tuoyuan Design's questionnaire opens a channel of communication with the client, helping you make decisions, identify key elements of the event, and find solutions that fit the event budget.
1. Event Date
In which year will the event take place?
What season is planned for the event?
What is the timeline for event planning?
What day of the week is planned for the event?
What time should the event ideally start?
Will the season, month, date, or time affect guest attendance?
2. VIPs
Which VIPs are invited to the event? (This may increase costs for items such as luxury suites and limousines, which must be included in the budget.)
3. Invited Guests
How many guests are expected to attend?
Are guests allowed to bring a plus-one?
What is the age range of the invited guests?
Are there children among the invited guests?
Do guests have special needs, such as accessibility requirements?
Are invited guests from out of town?
Is it necessary to host out-of-town guests and extend hospitality before and after the event?
4. Invitations
Are there any specific styles for invitations, or are all styles acceptable?
5. Event
Where will the event be held?
Is the event indoors or outdoors?
Is it a formal, casual, or festive event?
What is the dress code for guests?
How far is the venue from guests' residences?
6. Decor
What is the first impression of the venue when guests arrive? Will there be any changes as the event progresses?
7. Music
What music will be chosen for the welcome and as background music during the event? (This helps determine space requirements, e.g., whether space is needed for a band.)
8. Lighting
What atmosphere should the lighting create?
What mood should fill the room?
What type of lighting is used for the stage?
9. Welcome
What is the welcome approach? Do guests arrive on their own or are they picked up? Do they arrive by limousine or other transportation?
10. Photography
Are photography, videography, and live streaming professional?
Who is responsible for photography, videography, and live streaming?
What is the background for the video?
11. Event Flow
What is the most important element of the event?
How will the event unfold?
How long will the event last?
12. Event Room Requirements
How will the room be arranged?
Does the event not require seating, with only a few seats for occasional use?
Does the event require tables and chairs for guests to be seated?
If dinner is provided, will guests be seated freely or assigned seats?
Is the meal served traditionally or buffet style? Will waitstaff serve or will guests serve themselves?
Will there be a bar in the room, or will waitstaff serve drinks?
Is there a need for a stage for speeches, performances, hosting, or entertainment?
Is dancing planned?
Are audiovisual equipment such as rear projection or plasma TVs needed? Will these affect room size requirements?
13. Audiovisual Equipment
Will anyone give a speech?
Is a podium or microphone needed?
Are there any audiovisual requirements?
14. Catering
What types of beverages will be served?
Will the bar be open or cash?
What type of food will be provided?
15. Event Closing
Should specific music or a grand finale be planned for the end of the event?