Pre-Performance Questionnaires and Planning in BookLive #

---

Overview #

Pre-performance questionnaires help you gather detailed information from clients about their event preferences, special requests, and important details. By collecting this information systematically, you ensure nothing falls through the cracks and you can deliver a perfectly tailored performance.

This guide shows you how to use questionnaires and forms to streamline event planning, gather client input, and create amazing, customized performances.

What you’ll learn:

• Why pre-performance questionnaires matter
• Types of information to collect
• How to create and share questionnaires
• Best practices for client input collection
• Using questionnaire data to build timelines
• Follow-up strategies when clients don’t respond

—

Why Pre-Performance Questionnaires Matter #

The Problem Without Questionnaires #

Typical chaotic planning:

Week 8: Email: "What songs do you want?"
Week 7: Client doesn't respond
Week 6: Follow-up: "Any song requests?"
Week 5: Client: "Oh sorry! Let me think..."
Week 4: Email: "Also, what about special dances?"
Week 3: Client: "Wait, what was the question?"
Week 2: Scrambling to finalize details
Week 1: Client: "Oh! I forgot to mention..."

Result: Stressful, disorganized, details missed, client feels like an afterthought.

The Solution With Questionnaires #

Organized planning:

Week 8: Send comprehensive questionnaire
Week 7: Client fills out questionnaire (one time, all questions)
Week 6: You review responses and build timeline
Week 5: Share timeline with client for approval
Week 4-2: Minor tweaks, everything confirmed
Week 1: Relaxed, confident, ready to perform

Result: Professional, organized, client feels taken care of, nothing missed!

Benefits of Questionnaires #

For You:

• ✅ Collect all information at once
• ✅ Don’t forget to ask important questions
• ✅ Build timeline efficiently with complete data
• ✅ Professional, systematic approach
• ✅ Documented client preferences (written record)

For Clients:

• ✅ Clear expectations about what you need
• ✅ One comprehensive form instead of 10 emails
• ✅ Time to think through requests carefully
• ✅ Confidence that you’re prepared and organized
• ✅ Feel heard and involved

—

Types of Information to Collect #

Essential Event Details #

Basic Information:

• Client’s preferred contact (phone/email/text)
• Event date confirmation
• Exact start and end times
• Setup time allowance (“Can we arrive 1 hour early?”)
• Venue address and contact person
• Parking and load-in instructions

Example Questions:

1. What time should we arrive for setup?
   ○ 1 hour before start time
   ○ 2 hours before start time
   ○ Other: __________

1. Is there a designated load-in area?

   ○ Yes (describe): __________
   ○ No
   ○ Not sure (we'll coordinate with venue)

1. Where will we set up?

   ○ Indoor stage
   ○ Outdoor area
   ○ Dance floor corner
   ○ Other: __________

Timeline and Schedule Information #

Event Flow:

• Specific times for special moments
• Sequence of events
• Meal/dinner timing
• Speech timing
• Breaks or transitions

Example Wedding Questions:

1. What time do you plan to make your grand entrance?
   Time: __________

1. When would you like your first dance?

   ○ Right after entrance
   ○ After dinner
   ○ Other: __________

1. Special dances (if applicable):

   □ First dance (couple)
   □ Father-daughter dance
   □ Mother-son dance
   □ Other: __________

1. What time will dinner be served?

   Start: __________ End: __________

1. When are toasts planned?

   ○ Before dinner
   ○ During dinner
   ○ After dinner

Music Preferences and Requests #

Song Selection:

• Specific song requests
• Genre preferences
• Must-play songs
• Do-not-play songs
• Tempo/energy level preferences

Example Questions:

1. MUST-PLAY SONGS (We will definitely include these)
   Song 1: __________
   Song 2: __________
   Song 3: __________
   [Add more if needed]

1. SPECIFIC SONGS FOR SPECIAL MOMENTS:

   First Dance: __________
   Father-Daughter: __________
   Last Song: __________

1. MUSIC PREFERENCES:

   Preferred era/style:
   □ 1940s-50s swing
   □ 1960s-70s soul/Motown
   □ 1980s-90s pop
   □ 2000s-present contemporary
   □ Mix of everything

1. DO NOT PLAY:

   (Songs or artists you DON'T want to hear)
   __________
   __________

1. Energy level:

   ○ Mellow/background music throughout
   ○ Start mellow, build to upbeat
   ○ High energy from the start
   ○ Let us read the room

Special Requests and Details #

Unique Needs:

• Special announcements (“Please welcome Mr. and Mrs. Smith!”)
• Language preferences (bilingual events)
• Cultural traditions
• Religious considerations
• Accessibility needs

Example Questions:

1. Will there be any special announcements?
   ○ Yes (describe below)
   ○ No

If yes, provide details: __________

1. Are there any cultural or religious considerations?

   __________

1. Dress code for performers:

   ○ Formal (tuxedo/evening gown)
   ○ Semi-formal (suit/cocktail dress)
   ○ Casual
   ○ Themed (specify): __________

1. Any other special requests or information we should know?

   __________

Guest Demographics and Preferences #

Understanding the Audience:

• Age range of guests
• Guest interests
• Special considerations (family-friendly, etc.)

Example Questions:

1. Age range of most guests:
   □ Under 30
   □ 30-50
   □ 50-70
   □ 70+
   □ Wide mix

1. What kind of atmosphere are you hoping to create?

   ○ Elegant and sophisticated
   ○ Fun and energetic
   ○ Relaxed and casual
   ○ Romantic
   ○ Other: __________

1. Will there be children at the event?

   ○ Yes (please keep music family-friendly)
   ○ No (adult event)

---

Creating Questionnaires in BookLive #

Form/Questionnaire Feature #

BookLive includes a Form feature that allows you to:

• Create custom questionnaires
• Attach forms to specific performances
• Clients access forms in their portal
• Responses collected and stored
• You view responses in BookLive

Setting Up a Questionnaire #

Step 1: Create the Form

1. Access your group and select “Templates” in the left navigation menu
2. Navigate to Questionnaire
3. Click the pink plus button to add a new form
4. Give it a clear name, then open it to customize.

– “Wedding Event Planning Questionnaire”
– “Corporate Event Details Form”
– “Private Party Planning Form”

Step 2: Add Questions

For each question, specify:

• Question text: “What is your first dance song?”
• Answer type:

– Short text (one line)
– Long text (paragraph)
– Multiple choice
– Checkboxes
– Dropdown
– Date/time picker

• Required? Yes or No

Example Form Structure:

WEDDING PLANNING QUESTIONNAIRE

Section 1: Event Timeline ———————– Q1: What time do guests arrive? [Time picker] Required Q2: Grand entrance time? [Time picker] Required Q3: First dance timing? [Multiple choice] Required ○ Immediately after entrance ○ After dinner ○ Other (specify)

Section 2: Music Preferences ————————— Q4: First dance song (song title and artist): [Long text] Required Q5: Browse our song library and select favorites: [Link to library] Q6: DO NOT PLAY list: [Long text]

Section 3: Special Moments ————————– Q7: Will there be speeches/toasts? [Multiple choice] Q8: Father-daughter dance song: [Short text] Q9: Mother-son dance song: [Short text]

Section 4: Additional Details —————————– Q10: Any special announcements we should make? [Long text] Q11: Other requests or information: [Long text]

Step 3: Attach Form to Performance

1. Open the performance
2. Find “Questionnaires” section
3. Click “Add Questionnaire”
4. Select your created form
5. Save

What Happens:

• Form appears in client’s portal
• Client can access and fill out form
• You receive notification when submitted (optional)
• Responses stored with performance

Sharing the Questionnaire #

Method 1: Share the Client Portal

• In the performance, go to the “Client Portal” section
• Click the button “Send Portal Invitation”
  • This will email the clients/collaborators listed via email.

Method 2: Direct Email with Link

Subject: Help Us Plan Your Perfect Wedding!

Hi Sarah,

To make sure your wedding is exactly what you envision, I’ve created a quick planning questionnaire. It covers:

• Event timeline and special moments
• Song requests and preferences
• Any special details we should know

It takes about 10-15 minutes to complete. Please fill it out by
May 1 so we have plenty of time to customize your music!

Access the form in your portal: https://booklive.com/client-portal/abc123xyz456 (Look for “Questionnaire” section)

Or direct link to form: https://booklive.com/performances/abc123/forms/1

Thanks! Jennifer

---

Best Practices for Questionnaires #

1. Keep It Concise But Comprehensive #

Don’t ask:

• 100 questions (client won’t finish)
• Irrelevant details you don’t need

Do ask:

• Everything you NEED to know to deliver great performance
• 15-25 questions is ideal
• Group related questions into sections

Balance: Thorough enough to collect what you need, brief enough that clients actually complete it.

2. Make Required Questions Obvious #

Mark essential questions:

• First dance song: REQUIRED
• Event start time: REQUIRED
• DO NOT PLAY list: Optional

Why: Client knows what’s critical vs. nice-to-have.

3. Provide Context and Examples #

Instead of:

Q: Song preferences?
A: [blank text box]

Better:

Q: What songs or artists would you like to hear during dinner?
(e.g., "Frank Sinatra, Ella Fitzgerald, Michael Bublé")

A: [text box]

Why: Examples help clients understand what you’re asking for.

4. Use Appropriate Question Types #

Short Answer:

• Good for: Song titles, names, simple responses
• Example: “Father-daughter dance song: __________”

Long Answer:

• Good for: Open-ended requests, detailed descriptions
• Example: “Tell us about your vision for the event:”

Multiple Choice:

• Good for: Limited options, yes/no questions
• Example: First dance timing:

○ Right after entrance
○ After dinner
○ Other

Checkboxes:

• Good for: Select all that apply
• Example: Special dances:

□ Father-daughter
□ Mother-son
□ Group dance
□ None

Dropdown:

• Good for: Many options
• Example: Energy level:

[Select: Mellow | Moderate | Upbeat | Let us decide]

5. Set Clear Deadlines #

In your communication:

"Please complete this questionnaire by May 1 (6 weeks before
your event) so we have time to customize your perfect playlist!"

Why: Clients procrastinate. Deadlines create urgency.

6. Follow Up If Not Completed #

Reminder Email (1 week before deadline):

Subject: Reminder: Wedding Planning Form - Due May 1

Hi Sarah,

Quick reminder that your event planning questionnaire is due May 1 (this Friday). It takes about 15 minutes and helps us create your perfect timeline!

Access form: [link]

Let me know if you have any questions!

Jennifer

If Past Deadline:

Subject: Still Need: Wedding Planning Form

Hi Sarah,

I noticed we haven’t received your event planning form yet. No problem! But we do need it by May 8 (this Friday) to finalize your music and timeline.

Can you please fill it out this week?

Form link: [link]

Thanks! Jennifer

7. Review Responses Thoroughly #

When Client Submits:

1. Review immediately (within 24 hours)
2. Check for:

– Missing critical information
– Conflicting details
– Unclear responses
– Follow-up questions needed

1. Follow up if needed:

"Thanks for submitting your questionnaire! Quick clarification:
You mentioned 'Let It Be' for your first dance. Did you mean
the Beatles version or another artist's cover?"

---

Using Questionnaire Data #

Building Timeline from Responses #

Step 1: Extract Key Information

From questionnaire responses:

• Grand entrance: 7:00 PM
• First dance: 7:05 PM (song: “At Last”)
• Dinner: 7:15-8:00 PM
• Father-daughter: 8:30 PM (song: “Fly Me to the Moon”)
• Toasts: 8:00-8:15 PM
• Dancing: 8:45-10:00 PM

Step 2: Build Timeline

Create timeline segments based on responses:

6:00 PM - Cocktail Hour (guests arrive)
7:00 PM - Grand Entrance
7:05 PM - First Dance ("At Last")
7:15 PM - Dinner Service (background jazz)
8:00 PM - Toasts
8:15 PM - Cake Cutting
8:30 PM - Father-Daughter Dance ("Fly Me to the Moon")
8:45 PM - Open Dancing
10:00 PM - Last Song

Step 3: Add Song Choices

Populate each segment with songs based on client preferences.

Step 4: Share Timeline for Approval

Send client the timeline you built from their questionnaire:

"Based on your questionnaire responses, I've created your
complete wedding timeline. Check it out in your portal and
let me know if we need to adjust anything!"

Addressing Incomplete or Unclear Responses #

If Client Skips Questions:

Follow-up Email:
"Thanks for filling out the questionnaire! I noticed a few
questions were left blank:

• Father-daughter dance song (if applicable)
• Any DO NOT PLAY songs?
• Specific timing for toasts?

No problem if you don't have preferences for these - just
wanted to check! Let me know by [date] if you want to add
anything."

If Responses Are Vague:

Client: "Upbeat music for dancing"

You: “Great! Just to clarify, by ‘upbeat’ do you mean:

• Swing/big band?
• Contemporary pop?
• Mix of eras?
• Let us read the room and adjust?

This helps us curate the perfect setlist!”

---

Sample Questionnaires by Event Type #

Wedding Questionnaire #

Sections:

1. Contact Information & Timeline
2. Ceremony Music (if applicable)
3. Cocktail Hour Preferences
4. Reception Timeline
5. Special Dances
6. General Music Preferences
7. DO NOT PLAY List
8. Additional Details

Key Questions:

• Exact times for each event segment
• Song selections for special moments
• Overall vibe/energy level
• Cultural/religious considerations
• Guest demographics

Corporate Event Questionnaire #

Sections:

1. Event Details & Logistics
2. Atmosphere and Objectives
3. Music Preferences
4. Schedule and Timeline
5. Special Requirements

Key Questions:

• Purpose of event (networking, celebration, formal dinner)
• Desired atmosphere (background, energetic, formal)
• Company branding or themes
• Dress code for performers
• Contact person day-of

Private Party Questionnaire #

Sections:

1. Party Details
2. Music Style Preferences
3. Special Moments
4. Guest Information
5. Additional Requests

Key Questions:

• Occasion (birthday, anniversary, retirement)
• Guest age range
• Preferred music era/style
• Any surprises or special announcements
• Indoor or outdoor

—

Common Questions #

Q: When should I send the questionnaire? #

A: Timing depends on event type and distance from event date.

Weddings:

• Send 6-8 weeks before event
• Request completion 4-6 weeks before
• Gives time to finalize timeline

Corporate Events:

• Send 4-6 weeks before
• Request completion 3-4 weeks before
• Less customization needed typically

Private Parties:

• Send 3-4 weeks before
• Request completion 2-3 weeks before
• Often simpler requirements

General Rule: Early enough for thoughtful responses, late enough that details are decided.

Q: What if client doesn’t complete the questionnaire? #

A: Follow up, simplify, or work with what you have.

Strategy 1: Phone Call

"Hi Sarah, I noticed you haven't filled out the planning form yet.
I totally understand you're busy! Want to spend 10 minutes on
the phone and I'll fill it out while we talk?"

Strategy 2: Simplified Version

"If the full questionnaire is too much, here are the 5 critical
questions I need answered:

1. First dance song?
2. Any must-play songs?
3. Any do-not-play songs?
4. Timeline for special moments?
5. Overall energy level preference?

Just reply to this email with those 5 answers and we're good!"

Strategy 3: Professional Judgment

"No problem if you haven't had time to complete the questionnaire!
I'll plan a great setlist based on the style we discussed, and you
can let me know if you want any specific changes."

Q: Can I customize the questionnaire per client? #

A: Yes! Create multiple form templates.

Templates:

• Standard wedding questionnaire
• Detailed wedding questionnaire (for detail-oriented clients)
• Simple corporate questionnaire
• Private party questionnaire

Or: Create one comprehensive form and note “Skip any questions that don’t apply.”

Q: Should I charge for completing questionnaires? #

A: No. Questionnaires are part of your professional service.

Think of it as: Investment in delivering excellent performance. Better inputs = better performance = happier client = more referrals!

Q: What if client’s song request is outside our repertoire? #

A: Be honest and offer alternatives.

"I love that you want 'XYZ Song' for your first dance! That's
slightly outside our usual jazz repertoire. Here are your options:

1. We can learn it! (Need 3 weeks notice to arrange and rehearse)
2. We can suggest similar songs in our wheelhouse
3. We can play a recorded version for that one song

What would you prefer?"

Transparent and helpful!

Q: How do I organize questionnaire responses? #

A: BookLive stores responses with the performance.

Access responses:

1. Open performance details
2. Go to “Forms” or “Questionnaires” tab
3. View submitted responses
4. Use responses to build timeline

Also:

• Add summary notes to performance
• Copy key details into timeline notes
• Reference when communicating with client

—

Next Steps #

Now that you understand pre-performance questionnaires, explore these related articles:

1. Sharing Performance Timelines with Clients – Using questionnaire data to build timelines
2. Performance Details and Client Communication – Overall client interaction strategies
3. Configuring Your Client Portal Settings – Where questionnaires appear for clients
4. How to Create and Manage Performance Timelines – Building timelines from client input

Practice Tasks:

1. ✅ Create a questionnaire template for your most common event type
2. ✅ Review 5-10 questions you always forget to ask – add to questionnaire
3. ✅ Draft an email introducing the questionnaire to clients
4. ✅ Test the questionnaire yourself (fill it out as if you’re a client)
5. ✅ Attach a questionnaire to a upcoming performance

Mastering pre-performance questionnaires ensures you collect all needed information systematically, reduces back-and-forth emails, and demonstrates professionalism that clients appreciate!

---

Related Resources #

• BookLive Help Center: https://support.booklive.com
• Video Tutorial: Creating and Using Questionnaires
• Template Library: Questionnaire templates for different event types
• Checklist: Essential Questions for Every Event Type

Need Help?

• Email: support@booklive.com
• Live Chat: Available in-app during business hours
• Community Forum: Connect with other BookLive users

—

This article is part of the BookLive Support Documentation. Last verified November 26, 2025.