Event Planning
Client Intake
Picture this: You're an event planner juggling three wedding consultations, two corporate event proposals, and a charity gala pitch—all scheduled for the same week. Your inbox is flooded with back-and-forth emails trying to nail down initial consultation times. Sound familiar? If you're nodding your head, you're not alone. Event planners lose an average of 5-7 hours weekly just coordinating client intake meetings, according to industry surveys.
The solution? AI-powered booking software that transforms your client intake process from a time-consuming hassle into a smooth, professional experience that actually impresses potential clients before you've even met them. Let's explore the top options available and see which ones truly deliver for event planning professionals.
Why AI Matters for Event Planning Client Intake
Traditional scheduling tools work fine for simple one-on-one meetings, but event planning client intake requires something more sophisticated. You're not just booking a time slot—you're qualifying leads, gathering event details, managing multiple stakeholders, and setting the tone for a potentially lucrative long-term relationship.
AI scheduling tools bring three major advantages to this process:
Intelligent availability matching across complex calendars and multiple team members
Automated information gathering through smart intake forms that adapt based on event type
Predictive scheduling that learns your preferences and suggests optimal meeting times
The right AI-powered system can reduce no-shows by up to 40% through smart reminder sequences and help you qualify leads before investing time in consultations.
Top AI Booking Software Options for Event Planners
Supercal: Built for Multi-Stakeholder Coordination
Supercal stands out for event planners because of its AI assistant Alex, which handles the complexity of group scheduling—essential when you're coordinating between couples, corporate committees, or event planning teams. Simply CC alex@supercal.ai on any email thread, and the AI takes over the back-and-forth coordination.
What makes it particularly useful for client intake is the 'If-Need-Be' feature, allowing clients to mark certain times as flexible. This increases the chances of finding a suitable slot when dealing with busy executives or couples with conflicting schedules. The platform supports up to 6 Google calendars simultaneously, perfect for planners managing multiple venue calendars or team schedules.
The unlimited free booking links mean you can create separate intake flows for weddings, corporate events, and social gatherings without worrying about tier limitations. Setup takes about 2 minutes with prebuilt templates specifically designed for service businesses.
Calendly: The Established Player
Calendly remains popular among event planners for its reliability and extensive integration ecosystem. Their routing forms can direct different event types to appropriate team members, and the platform's widespread recognition means clients often already have accounts.
However, Calendly's AI features are limited compared to newer alternatives, and the free tier restricts you to one calendar connection and basic features. For event planners needing multiple booking types and team scheduling, you're looking at $12-20 per user monthly.
Reclaim.ai: AI-First Approach
Reclaim.ai takes a different angle, focusing on intelligent calendar management and habit scheduling. Their AI excels at protecting your time for tasks like proposal writing or venue visits while keeping slots open for client intake.
The platform's strength lies in its ability to automatically reschedule tasks around new bookings. However, it's primarily designed for individual productivity rather than client-facing scheduling, which may limit its usefulness for intake processes.
SavvyCal: Modern UX with Smart Features
SavvyCal offers a refreshing take on scheduling with its overlay calendar view, letting clients see your actual availability (with privacy controls) to pick times that work best. This transparency can reduce the friction in booking initial consultations.
Their personalization features allow you to create branded booking experiences that match your event planning business's aesthetic. Pricing starts at $12 per user monthly, with team features requiring higher tiers.
Feature Comparison for Event Planning Needs
Feature | Supercal | Calendly | Reclaim.ai | SavvyCal |
|---|---|---|---|---|
AI Group Scheduling | ✓ (Alex AI) | Limited | ✗ | ✗ |
Multiple Calendar Support | Up to 6 | 1 (free) / Multiple (paid) | Multiple | Multiple |
Unlimited Booking Types | ✓ (free) | ✗ (paid only) | N/A | ✗ (paid only) |
Flexible Time Slots | ✓ (If-Need-Be) | ✗ | ✓ | ✗ |
Client Intake Forms | ✓ | ✓ | Limited | ✓ |
Starting Price | Free | $12/user/month | Free (limited) | $12/user/month |
Real-World Application: Setting Up Your Client Intake Flow
Regardless of which platform you choose, here's how to optimize your client intake process:
Create event-specific booking types: Separate links for weddings (60-90 minutes), corporate events (45 minutes), and social gatherings (30 minutes)
Build qualifying questions into your forms: Budget range, event date, guest count, and venue status help you prepare for productive consultations
Set up automated reminder sequences: Send confirmations immediately, reminders 24 hours before, and include your portfolio or lookbook
Configure buffer times: Add 15-30 minutes between consultations for note-taking and preparation
Enable rescheduling options: Make it easy for clients to adjust times without starting over
Making Your Decision
Choosing the right AI booking software for your event planning business comes down to three key factors:
Volume and complexity: If you're handling multiple event types with various stakeholders, you need robust group scheduling capabilities and flexible availability options. Supercal's AI assistant and If-Need-Be slots excel here.
Budget considerations: While free options exist, evaluate the true cost of limitations. Paying for multiple team members on platforms like Calendly or SavvyCal can quickly add up, making Supercal's free tier with unlimited booking types particularly attractive for growing event planning businesses.
Client experience: Your booking process is often the first real interaction potential clients have with your business. Choose a platform that reflects your brand's professionalism and makes clients feel valued from the start.
Conclusion
The event planning industry thrives on relationships and first impressions. Your client intake process sets the stage for everything that follows. While each platform offers unique strengths, Supercal's combination of AI-powered group scheduling, unlimited free booking types, and flexible scheduling options makes it particularly well-suited for event planners who want to streamline their intake process without sacrificing the personal touch that wins clients.
The best part? You can test any of these platforms with minimal setup time. Start with the free tiers, run a few client consultations, and see which one feels right for your workflow. Your future self (and your clients) will thank you for automating this crucial part of your business.
For more insights on selecting the right tool, check out our guide on How To Choose Scheduling Software Event Planning Client Intake, or explore our comprehensive review of the Best Scheduling Tools Event Planning Client Intake.
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