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Wedding Consultation Form Template

Turn every inquiry into a real consultation — capture the couple's date, budget, guest count, and vision before the first call so you walk in already prepared.

A complete wedding consultation form that collects both partners' details, the date, venue, guest count, budget range, and the aesthetic the couple is going for. Planners and vendors share one link, get the brief in their inbox, and skip the back-and-forth that usually fills the first three emails.

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No signup required

AI customizable

✓ Free forever plan✓ Embed on any website✓ GDPR compliant✓ No code required

Why use a wedding consultation form?

The first call with a couple goes one of two ways. Either you spend 40 minutes asking the same questions every other vendor already asked them — date, guest count, budget, "have you booked the venue yet" — or you walk in knowing all of it and spend the time on what actually matters: their vision, their must-haves, and whether you're the right fit. A wedding consultation form is what makes the second version possible. The couple fills it out once, you read it in 90 seconds, and the call becomes a conversation instead of an interview. Budget questions are out of the way. The date is either workable or it isn't. You already know there are 140 guests and a barn venue in Sonoma, so you can show up with relevant examples. It also filters. Not every inquiry is a real one — some couples are price-shopping 12 vendors, some haven't picked a date yet, some have a budget that doesn't match the service. A 5-minute form weeds those out without you spending an hour on a call that was never going to convert.

What's included in this template

14 fields — customize any field or add new ones with AI.

Short textPartner 1 full name✱

Short textPartner 2 full name✱

EmailPrimary contact email✱

PhonePhone number✱

DateWedding date (or estimated month)✱

Multiple choiceIs the date flexible?

Short textVenue (booked or considering)

NumberEstimated guest count✱

DropdownTotal wedding budget range✱

CheckboxesServices you need from us✱

Long textVision and aesthetic — describe the wedding you're imagining✱

URLInspiration links (Pinterest, Instagram, etc.)

DropdownHow did you hear about us?

Short textPreferred consultation time

Need different fields?

Tell the AI what to change — "add a budget dropdown" or "remove phone number" — and it edits the form instantly. Every field type above can be added, removed, or relabeled through the chat interface.

Key features of this wedding consultation form template

Everything you need to launch this form in minutes, share it with your team, and collect submissions reliably.

Both partners captured

Two name fields, one primary contact — no awkward "and who am I speaking with?" on the call.

Budget bands, not open boxes

A dropdown with realistic ranges gets honest answers. Couples will skip an open budget field 8 times out of 10.

Vision in their own words

A long-form textarea where the couple describes the wedding they want — usually the most useful field on the whole form.

Inspiration link field

A URL field for the Pinterest board or Instagram saves. You'll get visual context before the call starts.

Service checklist

Couples select exactly what they're hiring you for — planning, day-of coordination, design, vendor sourcing — so the quote matches the ask.

Mobile-first for engaged couples

Most inquiries come from a phone after work. The form reads cleanly on a small screen, signature fields and all.

Perfect for

Wedding planners, day-of coordinators, photographers, videographers, florists, venues, caterers, DJs and bands, officiants, and bridal stylists. Anyone who needs to qualify a couple before booking a real consultation call.

How to use this template

Open the template

Click "Use this template free." Flexform loads the form instantly — no account needed to preview.

Customize with AI

Type what you want to change in the chat: fields to add or remove, rename labels, change field types, or rearrange pages.

Connect & publish

Link to HubSpot or Slack with one click, then embed on your site or share the link.

Ways to use this template

Solo wedding planner intake

A planner working 18-24 weddings a year uses the form as her inquiry funnel. The Slack notification pings her phone, and she replies within the hour — which she says is the single biggest reason her close rate beats the bigger studios.

Photographer qualification

A wedding photographer charging $6K+ packages uses the budget dropdown to filter inquiries. Couples in the lower bands get a templated reply with package info; couples in his range get a real consultation slot.

Venue tour booking

A barn venue in upstate New York uses the form as the gateway to a site tour. Guest count and date go straight into a Google Sheet the venue manager reviews each Monday to schedule that week's tours.

Florist consultation

A studio florist captures the aesthetic field plus inspiration links, then walks into the consultation with mood boards already pulled. The couple notices, and the close rate reflects it.

Day-of coordinator filtering

A coordinator who only takes weddings within 6 weeks of the date uses the wedding-date field to auto-route. Anything further out gets a polite "we'll check back closer to the date" reply; anything inside the window books a call.

Multi-vendor referral network

A planner runs a referral network with 12 other vendors. Each vendor uses the same form template branded to their own business, and the planner gets a copy of every booking via webhook into her own CRM.

Workflow integrations

Connect this form to your existing tools with no middleware. Every submission triggers your workflow automatically.

HubSpotSlackGoogle SheetsEmail

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Real-time sync

Data appears in your CRM or spreadsheet within 1–2 seconds of submission — no cron jobs, no delays.

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Conditional routing

Route submissions to different Slack channels, HubSpot pipelines, or Airtable bases based on field values.

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Two-way data flow

Pre-fill form fields with CRM data for returning visitors. Update existing records instead of creating duplicates.

Why choose Flexform?

Most form builders give you a contact form and call it done. FlexForm gives you a form you can actually shape to your business — and shape with words, not drag-and-drop. If you want to add a question about dietary restrictions because you do catering on the side, or remove the budget field because you only work referrals, you describe the change in plain English and the AI rewrites the form for you. Inquiries don't just sit in a dashboard either. New submissions land in a Slack channel the moment they come in, drop into a Google Sheets pipeline you can sort by date, or push into HubSpot as a new contact with all the tags already set. The couple gets a confirmation email automatically — branded with your studio name, not ours. The form lives at a share link, so you can put it in your Instagram bio, your email signature, or send it to a referral without anyone needing an account. And if you run a planning business with its own app, the Kotlin Multiplatform mobile SDK lets you embed the same form inside iOS and Android — same data, same workflow. The free forever plan covers most solo vendors out of the gate; paid plans unlock higher volume and the AI editing.

One link, share anywhere

Native iOS & Android SDK

Free forever plan

Frequently asked questions

How long should a wedding consultation form be?

Aim for 8 to 12 fields. Couples filling out an inquiry on their phone after work will abandon anything that feels like a survey, but anything under 6 fields and you're back to the same questions on the call. This template lands in the right middle.

Should I ask for budget on the form?

Yes — but as a dropdown with bands, not an open number field. Couples skip open budget fields more often than any other field on the form. Ranges feel less invasive and give you what you actually need: a yes-or-no on whether the inquiry is in your tier.

Can I customize the fields for my specific service?

You can — and you don't have to know how to use a form builder. Describe what you want in plain English ("add a question about ceremony location, remove the inspiration links field") and the AI rewrites the form. Most vendors customize a template in under 5 minutes.

How do I get notified when a couple submits?

Connect the form to Slack and you'll get a message in a channel the moment a couple hits submit — usually within seconds. You can also send to a Google Sheet for batch review, or push into HubSpot as a new lead. Most vendors run all three.

Does this work on a phone?

It's built mobile-first, because that's where most wedding inquiries come from. The form reads cleanly on any screen, dropdowns work the way couples expect, and submissions feel as fast on a phone as on a laptop.

Can I embed it in my website instead of using a share link?

Yes. The share link works without any setup, but if you have a website you can drop the form in as an embed and keep the couple on your domain the entire time. If you have a native iOS or Android app, the Kotlin Multiplatform SDK embeds it there too.

What happens to the data after a couple submits?

It's stored in your FlexForm account and pushed wherever you've connected — Slack, Sheets, HubSpot, your email, a webhook to your own system. You own the data, you can export it any time, and couples get a confirmation email so they know it went through.

Is there a cost to use this template?

The free plan covers the form, the share link, and a reasonable monthly volume — enough for most solo vendors. Paid plans unlock the AI editing, higher submission limits, and the full set of integrations. You can start on free and upgrade only if you outgrow it.

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Use template

Use this wedding consultation form template free

Open the template, customize with AI, connect your tools, and publish — in under 5 minutes.

No signup required · Free forever plan