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5 Questions You Need To Ask Your Potential Client Over the Phone


5 Questions You Need To Ask Your Potential Client Over the Phone


Out-of-the-box events are our forte and we’re not afraid to let everyone know it.

Having to plan an event face to face is one thing, but discussing an event over the phone is another—especially when you’re speaking with a potential client for the first time. There’s a lot of information being reviewed in a short period of time with equal amounts of logistical questions running through your head. It can be tiring.

When planning an event, whether you’re a seasoned event planner or just starting out, there are 5 key questions you need to ask every potential client (no matter who they are):

1. When is the event?

You need to know exactly what your timeline is going to look like; how much time do you have to choose a location? Plan out the space? Create all the marketing and design elements needed to promote the event? You’ll need to construct a Run of Show to ensure you don’t miss any crucial details during the event.

2. Is there already a set location/venue for the event? If so, what is the capacity and how many people are you planning on inviting? 

Playing with the venue to optimize the space is crucial for any event. Every vendor and client wants to maximize his or her Return on Investment (“ROI”). Knowing the number of attendees is, obviously, crucial in determining the budget and cost of party favors (including beverages, hors d’oeurvres, swag bags, table set-up, etc.).

3. Is there a budget? If so, what is it?

The client’s vision and what is realistically possible with his or her actual budget are two completely different things. Check out their budget and establish whether or not you can start booking Cirque du Soleil.

4. Will there be an event host? If so, is that factored into the budget?

If the client is looking for Jay Z and B to host the party, they better wake up to the fact that it all comes with a price. Make sure that price tags are included into the budget—so you know what you’re really working with. The number usually ends up being a lot smaller than you’d think.

5. What are the key elements that must be included in the event?

At the end of your phone call make sure you’ve got all the key elements written down. Some clients are open to novelty and others are just looking for someone to execute their original concept. Either way, have fun with it and good luck!

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