Sample Survey Questions for Event Planning

Why survey first, and who to ask

A planning survey turns assumptions into evidence. You may believe your audience wants a two-day conference when they would prefer an evening event, and the answers tell you where you are guessing. It also builds interest, and the list of respondents becomes a first group to tell when registration opens.

Different groups need different questions. Ask potential attendees about their own interests and constraints. Ask stakeholders about their goals and limits. Do not send everyone the same form.

Format, date and location questions

These questions settle the shape of the event. Offer a short list of real options, not an open box, so answers can be counted.

1. 1

   Format

   In person, online or both? Offer all three, plus a way to say it depends. If you are weighing a hybrid event, see the hybrid event guide.

   What is a hybrid event?
2. 2

   Length

   Half day, one day, two days or longer. Ask rather than assume how much time people want to give.

3. 3

   Days and times

   Weekday or weekend, morning, afternoon or evening. Ask which they prefer and which they cannot do.

4. 4

   Months and weeks

   List two or three windows and ask which work, plus any weeks to avoid.

5. 5

   Location

   If the event is in person, ask how far people will travel and which cities work. Keep it to options you are actually considering.

6. 6

   Willingness to pay

   Ask in general terms: free, low, moderate or higher, or whether the person would need approval. Do not ask people to name an exact figure.

Interest, topic and speaker questions

Start with whether anyone wants the event, and give people an easy way to say no. Then ask about content, because the program is what people attend for. Offer a list to pick from with an option to add their own.

• Interest level

  "How interested would you be in attending an event on [topic]?" Use a five-point scale from Not at all to Very interested.

• Likelihood to attend

  "How likely are you to attend if it is held in [city or online]?" A softer measure than interest, closer to real behavior.

• What would stop you

  "What would stop you from attending?" Lets people name cost, travel, timing or topic, which are the real obstacles.

• What would help

  "What would make you most likely to come?" Gives you a list of features to build around.

• Who else

  "Who else should we invite?" Cheap, and a source of new contacts for your invitation list.

• Topics

  "Which of these topics are most important to you?" Let people pick up to three so priorities show.

• Session types

  Talks, panels, workshops, roundtables, demos or networking time. Ask which they value most.

• Speakers

  "Is there a speaker or organization you would like to hear from?" An open question, and often a good source of ideas.

• Networking

  "How much of the day would you like set aside for meeting people?" Helps you balance sessions and free time.

• Gaps

  "What do you wish events in this field covered that they do not?" Often the most useful answer in the survey.

Accessibility and dietary needs

Ask about needs early, in plain language, and say who will see the answers and how they will be used. People share more when they know it is private and will lead to action.

Say why you are asking, for example that you want to plan seating, food and the room layout, so the questions do not feel intrusive.

Keep the questions optional, do not ask for medical detail you do not need, and follow up with the people who respond. Rules about collecting personal and health-related information vary by place, so check with the person responsible for privacy in your organization before you collect it.

• Access needs

  "Do you have any access needs we should plan for, such as step-free access, seating, captioning or interpretation?" Leave a free text box.

• Dietary needs

  "Do you have any dietary requirements or allergies?" Offer common options and an open field.

• Other support

  Quiet space, childcare or prayer space, depending on your audience. Ask whether they would use them, not just whether they want them.

• Contact for follow-up

  Ask permission to get in touch about a need, and say who will do it.

Attendee interest survey template

Change the bracketed parts and cut anything you do not need. Each template in this guide is built to take about three minutes.

We are planning [event or event type] and would like your input before we decide anything. This takes about three minutes.

1. How interested would you be in attending an event on [topic]?
   Not at all / Slightly / Somewhat / Interested / Very interested

2. Which format would you prefer?
   In person / Online / Either / It depends

3. Which topics matter most to you? (pick up to three)
   [Topic 1] / [Topic 2] / [Topic 3] / [Topic 4] / Other: ______

4. How long should it be?
   A few hours / Half a day / One day / Two days / Longer

5. What would stop you from attending? (open text)

6. Do you have access or dietary needs we should plan for? (optional, open text)

7. May we contact you when we have dates? Email: ______

Thank you.

Date and format poll template

Use the date and format poll once you have settled on the idea and need to choose between a few options. Offer only dates you could really hold, because people will hold you to them. A poll with options you cannot deliver creates disappointment rather than information.

Help us choose the best date for [event name]. Please answer both questions.

1. Which dates could you attend? (select all that apply)
   [Option A, for example week of 3 March]
   [Option B, for example week of 14 April]
   [Option C, for example week of 12 May]
   None of these work

2. Is there a week we should avoid, and why? (open text)

3. Which format would you prefer?
   One full day / Two half days / Two full days / Evenings

4. Which location works best?
   [City A] / [City B] / Online / No preference

5. Is there anything else we should know? (open text, optional)

Exhibitor needs survey template

Ask exhibitors what they need before you design the floor plan and packages. Use it if the event has a trade show or sponsor component. For the next step, see the exhibitor prospectus and exhibitor manual guides.

We are planning [event name] and want to build the exhibit area around what exhibitors need. This takes about three minutes.

1. What is your main goal for exhibiting?
   Meeting new customers / Showing a product / Meeting existing customers / Brand awareness / Other: ______

2. What booth size would suit you?
   Tabletop / Small / Medium / Large / Not sure yet

3. What would you need at your booth? (select all that apply)
   Power / Internet / Storage / Furniture / Lead capture / Other: ______

4. Which add-ons would interest you?
   Sponsored session / Logo placement / Demo time / Other: ______

5. Which dates could your team attend? [list options]

6. What would make exhibiting here worth it for you? (open text)

7. Anything else we should consider? (open text)

Run the survey and use the answers

A survey only helps if people answer it and you act on the results. Keep it short, set a closing date and say how you will use the answers.

1. 1

   Keep it to a few minutes

   Pick the five to ten questions you need to decide something. Leave out anything you will not act on.

2. 2

   Send it to the right people

   Use your own list of past attendees, members, partners and contacts. Send it through whatever email or form tool your organization already uses.

3. 3

   Set a date and send one reminder

   A closing date creates urgency. One reminder is enough.

4. 4

   Look at the patterns

   Count the answers to each choice question and group the open answers by theme, as you would for a post-event survey.

5. 5

   Share what you decided

   Tell respondents what the survey changed. They may well be among your first registrants.