What should you ask in an event client questionnaire?

1. Start with shared practical details

• Exact venue address, on-site contact and how to reach them on the day.
• Access, setup, service and teardown times.
• Vehicle access, parking, stairs and venue restrictions.
• Allocated space, power supply and relevant technical constraints.
• When details need confirming and who will confirm them.

2. Adapt questions to the service

For a DJ, ask about key moments, speakers and music preferences. Use useful reference points rather than an imposed playlist without discussion. For a photographer, ask about the schedule, travel between locations and essential group shots.

For a photo booth, confirm design wording, artwork, available space and setup location. For a videographer, identify priority scenes and capture constraints. Do not show every question to every business: choose the ones that affect your work.

3. Avoid sensitive or ambiguous information

Ask for operational instructions rather than a detailed personal history. Avoid collecting unnecessary information about guests. Explain what the answers are used for and who needs access.

Replace a vague question such as 'Any restrictions?' with something specific: 'What time can we access the venue to install equipment?' Make clear what is required and what still needs checking with the venue.

4. Review answers alongside the booking

In Gestiway, business-specific fields and the portal keep answers with the event documents. Check consistency with the quote: new timings or extra travel may require discussion before validation.

Before the event, review the record and clarify missing points. An entered answer is not always a verified fact. Share only the details the team needs and keep the personal portal link private.