Know which birthday party leads are worth your consultation time
Ask who the party's for, how many guests to expect, and whether a venue is already booked, then collect inspiration boards up front so your team knows which birthday enquiries deserve a consultation.
The exact intake your birthday party planning leads complete
This is the real 7-question guided intake for Birthday Party Planning — the same flow your customers finish before you ever pick up the phone.
What a qualified birthday party planning lead should tell you
Planning support for a birthday celebration, scoped by who the party is for, guest count, venue status, and how much hands-on planning the client wants — from full coordination to a quick idea consultation.
- Birthday Party
- About How Many Guests
- Level Support
- Already Have Venue Booked
- Party Planned Take Place
- Services Interested In This
- Person Authorized Make Decisions
The questions your team needs answered
Every birthday party planning intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Who is the birthday party for? | The type of birthday being planned — child through milestone — sets expectations for scale and theme complexity before the consultation starts. |
| About how many guests are you expecting? | Segments the lead so you can route, price, and prioritize it correctly. |
| What level of planning support do you need? | This answer separates a full-planning booking from a client who just wants ideas, and the weight difference between those options drives most of the lead's overall score. |
| Do you already have a venue booked for the party? | Knowing whether a venue is already booked tells your team whether venue sourcing needs to happen before any other logistics can move forward. |
| When is the party planned to take place? | Party timing carries the widest weight range in the catalog, so a date inside two weeks pushes a lead's priority well above one with no date set yet. |
| Which services are you interested in for this party? | Segments the lead so you can route, price, and prioritize it correctly. |
| Are you the person authorized to make decisions and bookings for this party? | Confirming booking authority prevents your team from treating an information-gathering inquiry the same as a lead ready to sign off on a consultation. |
How Cliont scores birthday party planning leads
Every answer is weighted automatically — no manual review required.
Value signals
- Full planning from start to finish
- Help with some vendors or details
- Day-of coordination only
- Within 2 weeks
- 3-8 weeks
- 2-6 months
See the lead your team receives
Milestone Birthday Party Lead
From first click to qualified lead
Follow hosts and planners through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the event
Smart questions adapt to their event and capture the full scope.
They add inspiration
Inspiration photos and event details come attached, so you can quote fast.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for birthday party planning workflows
| Cliont capability | Birthday Party Planning application |
|---|---|
| Weighted lead scoring | Planning-support level and party timing each carry distinct weights, so a full-planning request with a party date inside 8 weeks scores higher than a same-timeline request for advice only. |
| Conditional branching | The venue-booked yes/no answer determines whether venue sourcing shows up as an open task for your team or can be skipped entirely. |
| Multi-select service capture | The services-interested question lets a client flag catering, decor, entertainment, cake, and photography together, giving your team a starting vendor checklist before the consultation. |
| Decision-maker flag | The authorization question separates leads from the actual booking decision-maker from those gathering information for someone else, changing how urgently your team follows up. |
Common birthday party planning lead scenarios
Milestone birthday, full planning, tight date
A senior or milestone birthday with no venue booked yet and the party scheduled within a few weeks — the intake flags full planning support requested alongside a near-term date, so the lead lands as high priority before the date gets held for nothing.
Small family party, coordination only
Under 15 guests, venue already booked, and the client only wants day-of coordination — the intake still scores this as viable but signals a lighter scope than a full-planning enquiry.
Large party, no date locked in
Over 100 guests and full planning requested, but no date has been set yet — the intake captures the scale of the event while flagging that timing is still undecided, useful for prioritizing follow-up sequencing.
Idea-only inquiry, no booking authority
Someone requests just advice or ideas and confirms they are not the person authorized to book — the intake captures both signals so the lead is routed as informational rather than treated like a ready-to-book party.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book events
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More event planning intake templates
Birthday Party Planning lead-intake FAQs
How does the intake tell a serious planning request from someone just browsing ideas?
The planning-support question separates full planning, vendor help, day-of coordination, and 'just advice or ideas' into distinct answers, each carrying a different weight, so browsing requests don't get treated the same as full-planning bookings.
What happens if the client hasn't booked a venue yet?
The venue question is a simple yes/no — a 'no' doesn't disqualify the lead, it just tells your team the party still needs venue sourcing before other logistics can be locked in.
Does the intake distinguish a kid's birthday from a milestone or senior birthday?
Yes — the first question asks who the party is for (child, teen, adult, or senior/milestone), which helps your team anticipate scale and theme before the consultation even starts.
How is this different from routing a lead to Day-of Coordination instead?
Day-of coordination only is one of the planning-support options in this intake itself, so a client who only wants someone to run the event on the day is captured and scored within the same birthday flow rather than needing a separate form.
What if the client hasn't picked a date yet?
'No date set yet' is a valid timing answer with the lowest weight of the options, so those leads still come through but are naturally scored below parties with a confirmed or near-term date.
Can the form capture multiple services at once, like catering and decor together?
Yes — the services-interested question is multi-select, so a client wanting venue selection, catering, and decor and theme design all in one submission gets captured without filling out separate forms.
Why does the intake ask if the person filling it out can actually book?
Confirming decision-making authority flags whether you're talking to the person who signs off on the party or someone gathering information on their behalf, which changes how your team follows up.
Turn birthday party planning visitors into qualified events
Give every birthday party planning visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.