The Event Planner's Enquiry Pile

By Keith Donoghue | Vancouver City News | October 13, 2026
Editor: Karalee Greer
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The Proposal Starts Too Slowly

The first thing I look at when I sit down with a Vancouver event planner is the gap between when a new enquiry arrives and when a proposal goes out.

A new enquiry comes through the website or a referral. The planner reads it, checks availability, replies, asks qualifying questions, waits for answers, and then asks more. If the conversation progresses, a proposal is assembled from previous proposals and reformatted for the new event.

During busy periods, that process can run to a week or more.

Collect The Information Once

Event enquiries often go to two or three planners at the same time. A structured process can acknowledge the enquiry immediately and send a short questionnaire containing the eight questions that would otherwise be spread across several email exchanges.

The planner then reviews one complete response rather than managing a back-and-forth thread over several days.

Build The Proposal From The Brief

A proposal template can be pre-populated with the event type, date, and guest count. The planner edits the tone, creative direction, and specifics before sending.

The creative value is not in repeatedly collecting basic information. It is in the design and delivery of the event. A faster enquiry process protects more time for that work and gives the client an early impression of how organized the planner will be.

Why It Matters

This is not just about proposal speed. It reflects a broader shift.

The enquiry experience is often the client's first evidence of how responsive and organized a service provider will be.

Reducing repetitive information gathering can improve both the first impression and the time available for creative work.

Keith Donoghue | Vancouver City News

Keith Donoghue is the founder of Highridge AI Consulting, helping Vancouver small businesses reduce manual work and run more efficient operations.

Website: Highridge AI Consulting
Email: keith@highridgeai.com
LinkedIn: keith-donoghue
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