New Customer Onboarding Checklist for Event Planners

Always get the event date, estimated guest count, and approximate budget ($500 to $15,000+) to see if the job fits your schedule.

Clients often plan events at night; using a service like SkipCalls ensures you capture $5,000 wedding leads while you are sleeping or at another event.

Verify you don't have a corporate gala and a wedding coordination job booked for the same Saturday before promising a consultation.

Send a digital PDF showing your past birthday parties or corporate work so they have something to look at while waiting for your call.

Set a 15-minute timer to discuss their theme, vibe, and non-negotiables to build excitement.

Visuals win jobs; show them a Pinterest board or PDF that reflects their specific color palette and style.

Explain the difference between 'Day-of Coordination' ($2,000) and 'Full Service Planning' ($10,000) so they understand your value.

Include your cancellation policy and 'Act of God' clauses to protect your business from venue closures.

Do not mark the date as 'Booked' until the deposit (usually 25-50%) is in your bank account.

Tell them you don't answer texts after 7 PM or during events, but an AI receptionist will handle any emergencies for them.

Walk the venue to check for power outlets, load-in zones for caterers, and backup floor plans for rain.

Ensure the venue, caterer, and photographer are booked and their deposits are paid to lock in the core team.

Send a minute-by-minute timeline to all vendors so everyone knows when the cake cutting or keynote speech happens.

Double-check the food quantities and dietary restrictions with the caterer to avoid day-of guest issues.

A quick text or email thanking them for letting you be part of their big day builds lasting rapport.

Reviews are your best marketing; ask for them within 48 hours while the 'event high' is still there.

Ensure all tips and final balances are distributed so your vendor relationships stay strong for the next job.

For corporate clients, ask to get the date for next year's gala or holiday party on the calendar now.