For planners · Client workflow
Should Wedding Planners Send One Questionnaire or Several?
Ask wedding clients for information when it becomes knowable, then turn answers into clear decisions and final confirmations.
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Ask when an answer becomes useful
Group questions by when an answer is knowable and useful, not by a preferred form length. Friction appears when an answer is not known yet, has already been supplied elsewhere, or has no visible consequence.
| Stage | When to ask | Purpose | Example questions | Output record | Owner | Confirmation point |
|---|---|---|---|---|---|---|
| Booking facts | on engagement | establish scope | names, pronouns, date range, locations, guest range | project facts | planner | booking review |
| Creative direction | early planning | understand priorities | atmosphere, references, non-negotiables, access needs | working brief | client | concept review |
| Working logistics | facts become stable | unblock operations | vendors, access, transport, timings | current operational record | named owner | logistics review |
| Final confirmation | before finalisation | capture changes | contacts, exceptions, final timings | confirmed record | client + planner | final sign-off |
Reuse a question set without treating every answer as current truth: a reusable question is a prompt, a wedding response is evidence, and a final decision is a separately owned record. For a fictional transport decision, an early form says “unknown”; the logistics stage records venue access options; the planner records the chosen accessible route with its owner and affected timeline work; final confirmation checks that it has not changed.
| Question | Options | Owner | Deadline | Final decision | Reason | Affected work | Status |
|---|---|---|---|---|---|---|---|
| Guest transport | coach / taxis / none | client | fictional: 1 Aug 2027 | coach | access and group arrival | timeline, vendor confirmation | confirmed |
One comprehensive session can work when lead time, answer stability, service scope and client preference support it. Otherwise, stage the questions manually. Cakd Business and Agency include questionnaires and decisions; staging, follow-up and turning answers into tasks remain the planner’s workflow, not automated sends or transformations. Turn a material response into an owned record with the answer-to-decision workflow.