Know which day-of coordination leads are worth consultation time
Ask whether planning and vendor booking are already complete, confirm the event date and hiring authority, and collect the run-of-show timeline before a coordinator ever gets on a call.
The exact intake your day-of coordination leads complete
This is the real 6-question guided intake for Day-of Coordination — the same flow your customers finish before you ever pick up the phone.
What a qualified day-of coordination lead should tell you
On-site management of event-day logistics, vendors, and timeline execution for an event where planning and vendor booking are already substantially complete.
- Event Day- Coordination
- Most And Vendor Booking
- Event Scheduled Take Place
- How Many Guests Expected
- Person Authorized Hire And
- Services Will Coordinator Manage
The questions your team needs answered
Every day-of coordination intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| What type of event needs day-of coordination? | Segments the lead so you can route, price, and prioritize it correctly. |
| Has most of the planning and vendor booking already been completed? | Confirms the lead genuinely needs day-of coverage rather than full planning, which is the core fit check for this subservice. |
| When is your event scheduled to take place? | Determines how urgently the coordinator needs to respond, since closer event dates carry the highest scoring weight. |
| Approximately how many guests are expected at the event? | Gives the coordinator an early read on staffing and logistics scale before the consultation. |
| Are you the person authorized to hire and confirm the coordinator for this event? | Identifies whether the person inquiring can actually confirm the booking, preventing time spent on inquiries that still need a decision-maker's approval. |
| Which services will the coordinator need to manage on the event day? | Defines the exact scope of on-site responsibilities the coordinator will be expected to manage, shaping how the consultation is prepared. |
How Cliont scores day-of coordination leads
Every answer is weighted automatically — no manual review required.
Value signals
- Most And Vendor Booking: yes
- Within 2 weeks
- 2 to 6 weeks
- 6 to 12 weeks
- More than 12 weeks
- Person Authorized Hire And: yes
Urgency signals
- Setup and breakdown oversight
See the lead your team receives
Day-of Coordination 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 day-of coordination workflows
| Cliont capability | Day-Of Coordination application |
|---|---|
| Conditional scoring logic | Flags leads whose planning and vendor booking aren't complete, since day-of coordination fit depends heavily on how far along the event already is. |
| Decision-maker detection | Separates inquiries from someone authorized to hire the coordinator versus a family member or vendor researching on their behalf. |
| Date-proximity urgency scoring | Ranks leads with events within two weeks above those with no date set yet, so time-sensitive bookings surface first in your CRM. |
| Scope capture via multi-select | Uses the day-of services question to show whether the lead needs vendor management, timeline execution, setup oversight, or ceremony coordination before you schedule a call. |
Common day-of coordination lead scenarios
Fully planned wedding, date close
Planning and vendor booking are already done, the wedding is a few weeks out, and the inquirer confirms they can hire the coordinator directly — a high-value combination the intake flags immediately.
Corporate event still mid-planning
A large corporate event with vendors not yet booked signals the lead may need more than day-of coverage, so the intake surfaces this before a call gets scheduled.
Family member inquiring, not the decision-maker
Someone researching on behalf of the couple but not authorized to hire the coordinator gets routed differently than a lead who can confirm the booking themselves.
Fundraiser with no date set
A nonprofit event still choosing a date scores lower on urgency, letting the team decide whether to nurture the lead or wait for a firmer timeline.
Small private party, limited scope
A private celebration under 50 guests that only needs setup and breakdown oversight is scoped differently than a full-service wedding requiring guest and ceremony coordination.
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
Day-of Coordination lead-intake FAQs
How does the intake tell a day-of coordination lead apart from someone who still needs full planning?
The question about whether planning and vendor booking are already completed is weighted heavily, so a lead that answers no scores lower for day-of coordination and can be flagged for a different conversation.
Does the intake work for events other than weddings?
Yes — the event type question covers weddings, corporate events, private celebrations, and nonprofit or fundraiser events, so the same intake qualifies leads across every event type you coordinate.
What happens if the person filling out the intake isn't authorized to hire the coordinator?
The authorization question is weighted separately, so a lead who can't confirm the booking themselves scores lower and can be routed for follow-up with the actual decision-maker instead of a wasted consultation slot.
How does the event date affect lead priority?
Events happening within two weeks score highest, while an unset date scores lowest, so closer events surface first in your CRM without you having to sort through every inquiry manually.
Can the intake capture what the coordinator will actually need to manage on the day?
Yes — the multi-choice question on vendor management, timeline execution, setup and breakdown, and guest or ceremony coordination lets you see the scope before the first call.
Does guest count change how a lead is scored?
Guest count is captured as a segment from under 50 to over 300, which you can use to gauge staffing needs even though it isn't a weighted scoring field on its own.
Turn day-of coordination visitors into qualified events
Give every day-of coordination visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.