New Customer Onboarding Checklist for Event Planners
In the event planning world, a missed call is a missed party and a lost commission. Whether it is a $2,000 birthday or a $15,000 wedding, clients book the planner who answers first, so your onboarding must start with an immediate response.
First Inquiry and Lead Capture
Consultation and Contract
Vendor and Venue Logistics
Post-Event Follow-Up
Pro Tips
- 1.Always carry a 'Day-of Emergency Kit' with safety pins, breath mints, and duct tape to solve problems before the client sees them.
- 2.Use a shared Google Drive folder for every client to keep contracts, floor plans, and mood boards in one accessible place.
- 3.Set up an AI receptionist like SkipCalls during your event days so you can focus on the bride without missing new $5,000 inquiries.
- 4.Ask vendors for their 'direct to cell' numbers 24 hours before the event in case someone is running late.
- 5.Take 'Behind the Scenes' photos of your setups to use for social media marketing later.
Frequently Asked Questions
What if a vendor cancels on the morning of an event?
This is why you maintain a 'Preferred Vendor List'. Call your backup contacts immediately and have your AI assistant handle other incoming calls while you fix the crisis.
How do I handle clients who call me late at night?
Use a professional answering service or AI receptionist to take a message or book a consultation for the next morning so you can maintain a work-life balance.
What is the average lead time for a corporate event versus a wedding?
Corporate events often book 3-6 months out, while weddings usually book 10-18 months in advance. Your intake process should prioritize the closest dates first.
Do I need to be bilingual for event planning?
It helps tremendously with venue staff and diverse families; using a bilingual AI receptionist can help you capture clients who prefer speaking Spanish.
Stop Missing High-Value Event Inquiries
Event planners can't answer the phone while coordinating a wedding. Use SkipCalls to answer every inquiry, book site visits, and filter spam for just $19.99/month, so you never lose a $10,000 corporate lead to a competitor again.
More Resources for Event Planners
After-Hours Guide
Handle calls outside business hours effectively
Business Hours Optimization
Optimize when and how you answer calls
Call Handling Best Practices
Handle every call like a pro from ring to close
Client Retention Scripts
Keep customers coming back with follow-up calls
Communication Checklists
Step-by-step customer communication guides
Complaint Handling Scripts
Turn complaints into loyalty with the right words
Emergency Call Protocol
Triage and handle urgent calls effectively
Lead Response Templates
Follow-up templates that close more jobs
Missed Call Cost Analysis
Calculate the real cost of every missed call
No-Show Follow-Up Templates
Recover missed appointments professionally
Phone Etiquette
Make great first impressions on every call
Phone Scripts
Ready-to-use call scripts for every scenario
Phone Setup Guide
Configure your business phone system right
Pricing Inquiry Scripts
Handle price questions without losing leads
Review & Referral Scripts
Get more 5-star reviews and referrals
Scheduling Tips
Smart appointment scheduling strategies
Seasonal Call Guide
Plan for peak and slow call seasons
Upselling & Cross-Selling Guide
Increase revenue naturally during service calls
Voicemail Greetings
Professional voicemail scripts that set expectations