PromptusphereHow to get an event brief with date, guests, venue and menu before you quote
This template collects what you need to propose an event: type, date, duration, guests, venue, food and extra services. Your client confirms those details and approves the proposal separately, so you know which guest count and menu the deal closed on.
Included in the 14-day trial, no card needed.
Describe how you work today and we'll suggest the questions
The problem
An event gets quoted from a long conversation: the date in one message, “about 150” guests in another, the venue still undecided and the taco bar that later becomes a plated dinner. When the guest count goes up two weeks before, nobody can say which number the budget was approved for, and the difference gets argued on the day of the event.
When to use it
- You plan weddings, quinceañeras, baptisms, birthdays or corporate events.
- You offer plated dinners, taco bars, canapés, open bar or dessert tables, and quote by guest count.
- Some clients already have a venue and others ask you for recommendations.
- Your clients often change the guest count or menu after approving the proposal.
How it works
1. Adjust the brief
Start from the event brief template. Change the event types, menu or extra services you offer, and publish it. Eventos Jacaranda, for example, can load its packages into the catalog to quote faster later.
2. Share it
Add a button to your website or embed an intake form to receive new events, or send the link by email or a prepared WhatsApp message. Your client answers from their phone and uploads inspiration photos.
3. Confirm and approve
Your client confirms the event details and approves the proposal. If the guest count changes later, the details confirmation reopens, and the proposal reopens when you adjust it to the new number.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with name, phone and email. Then the event: the type, with an extra question for Other, the date, start time, duration in hours and an estimated guest count. Next it asks whether they already have a venue: if so, it asks for the name, address and type of space; if not, it asks which area or city they are looking in. Food and drinks follow, where they pick at least one option, with dietary restrictions only if there will be food, plus extra services such as music, decoration, furniture, photo and video or lighting. Finally it asks for a budget in MXN ranges, inspiration photos and notes. The details confirmation covers type, date, time, duration, guests, venue, food and services; the proposal approval depends on the quote.
Approvals
- 01Event details confirmation (your customer)
- 02Proposal approval (your customer)
What reopens when something changes
- Event details confirmationReopens if this changes: Event type, Event date, Start time, Duration in hours, Number of guests, Venue name, Venue address, Which food and drinks do you need?, Additional services
- Proposal approvalReopens if this changes: the quote
| Question | Answer | Required |
|---|---|---|
| Your details | ||
| Full name | Short text | Yes |
| Phone or WhatsApp | Short text | Yes |
| Short text | Yes | |
| The event | ||
| Event type | One option: Wedding, Quinceañera, Birthday and 3 more | Yes |
| What kind of event is it? | Short text | If it applies |
| Event date | Date | Yes |
| Start time | Short text | No |
| Duration in hours | Number (h) | Yes |
| Number of guests | Quantity | Yes |
| Venue | ||
| Do you have a venue? | One option: Yes, I have a venue, No, I would like recommendations | Yes |
| Venue name | Short text | If it applies |
| Venue address | Long text | If it applies |
| Type of space | One option: Indoor, Garden or outdoors, Both | No |
| Area or city you are looking in | Short text | If it applies |
| Food and services | ||
| Which food and drinks do you need? | Several options: Plated dinner, Taco bar, Canapés and snacks and 4 more | Yes |
| Dietary requirements | Long text | No |
| Additional services | Several options: Music or DJ, Decoration and flowers, Furniture and linens and 2 more | No |
| Budget | ||
| Estimated budget | One option: Under MXN 50,000, MXN 50,000 to 150,000, MXN 150,000 to 300,000 and 2 more | Yes |
| Ideas and inspiration | File: JPG, JPEG, PNG, WEBP, HEIC, PDF, 20 MB | No |
| Anything else we should know | Long text | No |
Common mistakes
Quoting with a vague guest count
Ask for an estimate from the start and let the client confirm it before you close the proposal.
Forgetting dietary restrictions
Vegetarian guests, allergies or a kids' menu change the kitchen plan. The template asks only when there will be food.
Recommending a venue without knowing the area
If the client has no venue, ask which area or city they are looking in before you propose.
Accepting last-minute changes without a record
If the guest count changes, make sure it is in the request with the before and after, not in a message.
Frequently asked questions
Can the proposal include packages and extras?
Yes. You build it from your catalog with packages, optional extras the client chooses, discounts, IVA 16% and an expiry date, and it goes out as a branded PDF.
What happens if the guest count goes up after approval?
The details confirmation reopens and you see the old number next to the new one. When you adjust the proposal, your client approves it again, and the earlier agreement stays in the history.
How do I collect a deposit?
You add your own payment link or bank details to the request and your client uploads their receipt. Promptusphere never handles the money.
Does my client need an account?
No. They open the link, confirm their email with a 6-digit code and answer from their phone, without paying anything.
Can I try it without paying?
Yes. You get a 14-day trial with no card and every template. After that it costs MXN 299 per month, VAT included.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template