Guides › Events & Celebrations
Capture exactly what your client wants from their event
Turn a discovery call into a clear event requirements sheet covering goals, guests, budget, timings and needs, with gaps flagged for follow-up.
When to use it
After the first conversation with a new client
Step by step
Record or note the call
Take notes during the call, or use Zoom's AI Companion summary if your plan includes it. Otherwise save the transcript or write up notes straight after.
Turn notes into a requirements sheet
Paste them into your AI assistant with this prompt.
Prompt to copyI'm an event planner. Here are my notes from a discovery call: [paste notes]. Turn them into an event requirements sheet with headings: Event purpose and success measures, Date and backup dates, Guest numbers and who they are, Venue type and location preferences, Budget (total and what it includes), Catering and dietary needs, Accessibility needs, AV and tech, Accommodation and transport, Branding and signage, Key people and decision maker, Must-haves and deal-breakers. Write 'Not covered' where nothing was said. End with the 8 most important questions to ask next.Send it back for confirmation
Save it in Google Docs and email it to the client asking them to correct anything and answer the open questions.
Use it as your north star
Pin the agreed version at the top of the event folder and check supplier choices against it.
What you get
Purpose: thank 120 partner charities and launch next year's grant round. Success: 80% attendance, 30 sign-ups. Budget: £18,000 incl. venue, catering, AV. Accessibility: step-free access, hearing loop. Not covered: accommodation. Q1: Who has final sign-off on the venue?
Tips
- Remove guests' personal details before pasting notes into an AI tool.
- Ask for 'success measures' every time; they make the post-event review much easier.