Know which conference leads are worth consultation time
The intake asks about expected attendee count, current planning stage, and whether the person submitting the request actually holds budget authority, then routes venue contracts and agenda drafts straight into your CRM, so you're not holding a date for someone who can't approve it.
Preview your conference planning intake
Explore 6 questions from the Conference Planning template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified conference planning lead should tell you
Planning support for multi-day or single-day conferences, covering venue selection, program/agenda design, vendor and speaker coordination, and day-of logistics for business, nonprofit, or academic organizers.
- Expected Number Attendees
- Already Selected Venue Conference
- Current Stage Conference
- Services Help With
- Person Authorized Make Decisions
- This Conference Organized By
The questions your team needs answered
Every conference planning intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What is the expected number of attendees? | Attendee count sets the scale of venue, catering, and logistics needs, so it's one of the first signals used to gauge the size of the engagement. |
| Have you already selected a venue for the conference? | Knowing whether a venue is already locked in tells your team whether the first conversation needs to cover venue search or can move straight to program logistics. |
| What is the current planning stage of your conference? | Planning stage indicates how close the conference is to execution, which shapes how quickly a consultation needs to happen. |
| Which services do you need help with? | The specific services requested define the real scope of work, distinguishing a full end-to-end planning engagement from a narrower request like agenda design alone. |
| Are you the person authorized to make decisions and approve budget for this conference? | This question directly identifies whether the person inquiring can approve budget, which is weighted heavily because it determines if a consultation can actually lead to a booking. |
| Is this conference organized by a business, nonprofit, or individual? | Organizer type affects how a conference is priced, staffed, and approved internally, so it helps your team tailor the follow-up approach. |
How Cliont scores conference planning leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Under 50
- 50-200
- 201-500
- Over 500
- Not sure
- Just starting to plan
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Conference Planning 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 conference planning workflows
| Cliont capability | Conference Planning application |
|---|---|
| Conditional question logic | If a lead answers that a venue is already selected, the intake can surface follow-up detail relevant to a booked venue instead of repeating venue-search questions. |
| Weighted decision-maker scoring | Because budget/decision authority carries a much higher weight than a no-answer, leads submitted by an unauthorized contact are scored lower until the real approver is identified. |
| Multi-select service scoping | The services-needed question lets a lead flag anything from day-of coordination alone to full end-to-end planning, so your CRM record reflects the actual scope requested, not a generic conference inquiry. |
| Organizer-type segmentation | Business, nonprofit, individual, and educational-institution answers can be used to route or tag leads differently in your CRM for follow-up and pricing conversations. |
Example conference planning lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Large-scale corporate conference
Over 500 attendees, no venue chosen yet, and full end-to-end planning requested — a high-value lead that needs venue selection flagged as the immediate next step.
Final-weeks day-of request
Under 200 attendees with the venue and date already set, requesting only day-of coordination — the intake surfaces this as a narrower, faster-to-scope engagement.
Early-stage nonprofit inquiry
Attendee count marked 'Not sure' and planning stage set to 'Just starting to plan' — still scored favorably, but the intake signals it needs guidance rather than a ready brief.
Assistant submitting without approval
An event coordinator fills out the form but answers no to holding decision and budget authority, prompting your team to identify the real approver before scheduling a consultation.
Educational institution program event
An academic organizer selects agenda design and speaker management as the services needed, distinct from a business client's venue-and-vendor focus.
Connect Cliont to your workflow
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Notify your team
Email, SMS, Slack
Configure other destinations
Google Sheets, configured webhooks, Zapier and API workflows
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
Conference Planning lead-intake FAQs
What happens if a lead hasn't picked a venue yet?
The intake asks directly whether a venue has been selected, so leads still deciding on a location arrive in your CRM flagged for venue-selection support rather than assumed to be venue-ready.
Can the intake tell me if the person requesting a consultation can actually approve the budget?
Yes — the form asks whether the submitter is authorized to make decisions and approve budget, and answers are weighted differently, so you can see at a glance whether you're talking to the decision-maker or someone gathering information for one.
Does the intake distinguish small internal meetings from large conferences?
Yes, attendee count is captured as a range from under 50 to over 500, so your team can see event scale before deciding how much time a consultation warrants.
How does the intake handle business versus nonprofit or academic organizers?
A dedicated question captures whether the conference is organized by a business, nonprofit, individual, or educational institution, letting you segment and route leads by organizer type in your CRM.
What if a lead only wants help with part of the event, like speakers or the agenda?
The services question is multi-select, covering venue selection, vendor coordination, agenda design, speaker management, day-of coordination, and full end-to-end planning, so partial-scope requests are captured accurately instead of assumed to be full-service.
Does planning stage affect how urgent a lead looks?
Yes — leads in their final weeks before the event or with a date and venue already set are marked further along, helping you prioritize consultations for conferences closer to execution.
Turn conference planning visitors into qualified events
Give every conference planning visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.