42 pre-event survey questions to ask attendees (and how to manage responses)

Before you book the venue or draft invitations, figure out what makes your audience tick. 

Pre-event surveys are an event planner’s secret weapon for learning exactly what their guests want. Send your questionnaire before the event to gain actionable insights into everything from seating chart and menu preferences to ideal entertainment and session formats.

If you’re tired of planning in the dark, here are 42 powerful pre-event survey questions that will help you transform valuable feedback into successful events.

Best practices for sending pre-event surveys

A pre-event survey can enhance your event planning while forging stronger relationships with guests. Follow these tips to increase your response rates and gather deeper insights.

For an optimal response rate, send surveys two to four weeks before the event

Timing is everything. Send your pre-event survey too early, and it’ll be forgotten; send it too late, and guests won’t respond. That two-to-four week window hits the sweet spot: close enough to the event to feel relevant, but with enough lead time to act on responses.

Keep surveys short and focused

Your guests are busy, stylish, and probably squeezing in your survey between other commitments. Respect their time. Aim for a five-to-10 minute completion time, using clear and specific language.

Make critical questions mandatory, and optional ones clearly marked

Do you need to know if a respondent has a shellfish allergy? That’s mandatory. Whether they’d like sparkling or still? Let them skip it. Focus on essential info and mark optional questions clearly for a smooth experience.

Provide a mix of multiple-choice and open-ended questions

Multiple-choice makes your data easy to sort. But strategic open-ended questions — like “What would exceed your expectations at this event?” — can offer priceless insights. 

Send friendly reminders without being pushy

A well-timed nudge works wonders. Schedule two to three friendly follow-ups with warm, polished language. Anything more risks feeling more overwhelming than “white glove.”

Test your survey internally before sending

Share your survey with your team or a trusted client first to catch typos, tech glitches, or confusing phrasing and gather feedback before it hits your VIPs’ inboxes.

Set realistic expectations about what you can accommodate

Guests appreciate being heard, but they also appreciate honesty. Be direct in your messaging: you’ll do your best to honor preferences, but not every request can be guaranteed. Clear, honest communication is elegant.

Guest preferences and comfort questions

Start by learning how to make your guests more comfortable. These questions identify critical attendee needs and expectations, ensuring everyone can safely and comfortably participate.

1. Do you have any dietary restrictions, food allergies, or special meal preferences we should accommodate?

This prevents medical emergencies and ensures every guest enjoys the dining experience. 

2. Would you prefer vegetarian, vegan, gluten-free, or other specific menu options?

Answers help caterers prepare adequate portions of specialty dishes, reducing food waste. 

3. Are there any beverages you cannot consume due to allergies or personal preferences?

This allows for comprehensive bar planning and prevents uncomfortable situations during cocktail service. 

4. Do you require any accessibility accommodations (wheelchair access, service/guide dog, hearing assistance, etc.)?

This ensures legal compliance and demonstrates a commitment to inclusive, welcoming events. 

5. Are there any physical comfort considerations we should be aware of for your attendance?

Managers want to prevent guest discomfort and allow for proactive solutions to enhance the experience for in-person events.

6. Are there specific guests you would prefer to be seated near or away from?

The purpose of this question is to avoid social conflicts, as well as maximize networking opportunities between compatible attendees. 

These details can be saved in zkipster’s Relationships feature for future reference, eliminating the need to ask the same questions over and over.

7. Do you have a preference for table size (intimate seating vs. larger group tables)?

To optimize guest comfort and the flow of conversation, personality types and social preferences must be considered.

Another option is the Share a Table functionality on zkipster’s event app. Using this, hosts can seat their own guests. 

Potential challenges

Guest details can easily slip through the cracks, such as when someone indicates they’re vegan but fails to mention a soy allergy, or when last-minute dietary restrictions don’t reach catering staff in time. 

Managing multiple guest profiles with conflicting preferences further complicates planning if dietary restrictions and changes aren’t tracked and communicated effectively.

Travel and accommodations questions

Getting ahead of certain logistics, like travel and accommodations for your event attendees, lets you provide helpful guidance and coordinate smooth arrivals.

8. Will you require transportation assistance to/from the venue?

This information ensures timely arrivals and helps reduce stress for VIP attendees or those unfamiliar with the area.

9. Are you planning to use valet parking, self-park, or arrive via rideshare/taxi?

Knowing transportation preferences helps coordinate adequate parking arrangements and staffing to ensure a smooth guest flow.

10. If arriving by airplane, could you share your flight details, and will you need transportation from/to the airport?

Collecting flight information allows for better coordination of airport transfers and more accurate arrival planning.

11. Will you need hotel accommodation recommendations or assistance with bookings?

Providing support with lodging positions the host as a full-service partner and helps attendees secure preferred options, especially in high-demand areas.

12. Are you traveling with guests who will need separate accommodations?

This ensures an accurate headcount and helps with room planning.

13. What time do you anticipate arriving at the event?

Knowing estimated arrival times allows for better staffing distribution and helps prepare for peak registration periods.

14. Do you have any departure time constraints we should consider for scheduling?

Understanding departure timelines helps optimize the agenda so key moments occur while the majority of attendees are present.

Potential challenges

Travel-related details can easily create friction at events, with incomplete information like missing flight details or unclear arrival times leading to delays and missed pick-ups, while time zone differences and privacy concerns further complicate coordination.

Using a centralized, secure tool like zkipster’s Guest List manager can help mitigate these issues by capturing and organizing travel logistics clearly, efficiently, and confidentially.

Style and dress code questions

Clear communication about attire expectations prevents confusion. It also ensures guests feel more confident about their appearance and, if traveling from a distance, know what to pack.

14. Do you have any questions about the dress code?

Clarifying expectations in advance prevents uncertainty and ensures guests arrive feeling confident, comfortable, and appropriately styled for the occasion.

15. Are there any religious or cultural dress considerations we should accommodate?

Recognizing and honoring these preferences demonstrates cultural sensitivity and ensures every guest feels included and respected.

16. If weather becomes a factor, do you have a preference for indoor vs. covered outdoor spaces?

Understanding these preferences allows for graceful contingency planning and helps maintain guest comfort, regardless of changing weather conditions.

17. Would you be comfortable with outdoor activities given the season/weather forecast?

This insight helps assess the suitability of outdoor elements and ensures the event design aligns with guests’ comfort and expectations.

18. Are you open to wearing pieces from our brand’s collection, and if so, should we coordinate directly with you or through your stylist/representative regarding sizing, preferences, and styling timeline? 

For fashion brands, this covers all the key coordination points for high-profile guests while establishing clear communication channels and respecting professional styling relationships.

Potential challenges

Dress codes can often be a source of confusion, particularly when using hybrid terms like “elevated cocktail” or “casual chic,” which may be interpreted differently by each guest. 

Without clear guidance, attendees may arrive feeling either underdressed or overly formal, which can impact their confidence and comfort. 

For fashion brand ambassadors and high-profile guests receiving brand styling, coordination and comfort are everything. Your VIP attendees need time to select pieces that suit their personal style and ensure correct sizing.

Engagement and personalization questions

Understanding what resonates with your audience enables you to design your event format with activities and entertainment that genuinely connect with attendees.

19. What type of entertainment or activities would you be most excited to experience?

This question helps guide entertainment selection to maximize guest engagement and overall satisfaction.

Offering this as a multiple-choice question helps guide responses toward options that align with your event vision and stay within realistic pricing parameters.

20. Are you interested in participating in interactive elements (networking games, workshops, etc.)?

This indicates how much participation to expect, enabling planners to scale interactive components and staffing accordingly.

21. Do you prefer background music/entertainment or more interactive performances?

Understanding this preference ensures the entertainment style complements expectations, creating a more comfortable and enjoyable experience for guests.

22. Are you attending primarily for networking opportunities, entertainment, or celebration?

Identifying guests’ intentions helps tailor the event programming to match their goals.

23. Would you be interested in structured networking opportunities or prefer free-form conversation?

This determines the best balance between organized and spontaneous activities, ensuring a thoughtful, well-paced agenda.

24. Are you celebrating any special occasions (anniversary, promotion, etc.) during this event?

This creates opportunities for personalized gestures that elevate the attendee experience.

25. Will you be attending the entire event, or do you have certain sub-sessions you’re interested in?

For multi-day or multi-venue experiences, this insight allows organizers to manage session topics efficiently across different touchpoints. 

The Sessions feature within zkipster’s app allows planners to create, organize, and manage mini-event content by name, time, capacity, and check-in status, bringing clarity to even the most complex agendas.

26. Is there anything specific you’re hoping to experience or accomplish at this event?

Responses to this question provide an opportunity to customize elements of the event in a way that exceeds expectations and delivers meaningful moments.

Potential challenges

Event organizers often gather incredibly valuable data through surveys, but those metrics are frequently underused. Without a clear follow-through plan, those insights remain untouched, and opportunities for personalization are lost.

Some guest experiences, such as one-on-one sessions, VIP lounges, or curated gifts, may have limited capacity. If too many guests opt in without clear communication or caps in place, it can lead to unmet expectations or frustration.

When guest engagement preferences aren’t shared across all planning teams — such as event marketing, hospitality, and logistics — the experience can become disjointed. 

Event communication preference questions

Knowing how your guests prefer to receive information helps you send effective messaging, part of a better overall event experience.

27. How would you prefer to receive event updates and important information?

To ensure critical information reaches guests, it’s best to use their preferred communication channels. This can be via email, SMS, and WhatsApp through zkipster (with some country-specific constraints).

28. What’s the best phone number/email to reach you for any last-minute updates?

Responses provide reliable contact methods for time-sensitive communications and emergency situations.

29. Would you like to receive real-time event updates via text or email?

This keeps guests informed of schedule changes and ensures their participation.

Potential challenges

Guests may miss important updates if they’re contacted through a channel they rarely use, such as receiving emails when they prefer text messages. 

Without properly segmented communication preferences, there’s also a risk of overloading some guests with information while leaving others under-informed. 

Privacy, media, and consent questions

Establishing boundaries around photography and information sharing protects guest privacy while making networking and promotional opportunities more accessible.

30. Are you comfortable being photographed or filmed during the event for social media platforms/marketing efforts?

This question helps protect guest privacy while allowing for the creation of promotional content and the avoidance of potential legal issues.

31. Do you prefer to be tagged or untagged in social media posts?

Understanding this preference ensures social media engagement aligns with guest expectations while respecting their privacy.

32. May we share your contact information with other attendees for networking purposes?

This supports valuable in-event connections while maintaining privacy boundaries and adhering to data protection standards.

With zkipster, you can configure name badges to contain QR codes that can be scanned to show the person’s vCard for easy sharing.

33. Are you comfortable having your name included on guest lists or welcome materials?

This ensures privacy is respected while still offering opportunities for recognition and inclusion.

Potential challenges

Guests may feel blindsided or uncomfortable if they appear in event media without having given their explicit consent. 

There are also significant compliance risks related to data privacy laws — particularly in regions like the European Union and California — that require careful security management. 

Mood and atmosphere questions

Learning about your guests’ style preferences helps you create an environment that matches their expectations and enhances their enjoyment.

34. Do you have any lighting preferences?

Some attendees may be sensitive to certain types of lighting, such as strobe effects for those with epilepsy.

35. Do you prefer a structured, scheduled event or a more relaxed, flexible timeline?

Understanding these preferences allows planners to balance organization with spontaneity, ensuring the event meets attendee expectations.

36. Are you drawn to an elegant, intimate experience or a bold, lively celebration full of energy?

Knowing the desired tone and energy level helps guide decisions around venue setup, décor, and overall atmosphere.

Potential challenges

Some responses may be highly subjective or conceptual, making them difficult to translate into actionable event elements without the right supporting tools. 

Guest speaker questions

If your event will feature one or more guest speakers and/or moderators, send them pre-event questions asking what they need to feel comfortable and perform their best on stage. This includes everything from technical requirements to preparation materials. 

37. Do you have specific audiovisual preferences (microphone type, sound levels, lighting requirements, etc.)?

Respecting a guest speaker’s audiovisual and other technical needs ensures their comfort and satisfaction while laying the groundwork for a high-quality presentation.

38. Would you prefer a moderated Q&A format, prepared remarks, or a combination for your appearance?

Confirming format preferences allows speakers to present in their preferred style. The more comfortable they are, the better their ability to connect with the audience.

39. What materials or setup do you need to feel prepared and comfortable during your presentation (seating arrangement, slides, book copies, specific refreshments, etc.)?

By verifying what amenities and comforts the speaker needs upfront, it shows respect for their professional standards while ensuring a smooth presentation.

40. Do you have preferences or suggestions for who should conduct the interview/moderation?

This confirms the speaker is comfortable with the interviewer dynamic while giving them an opportunity to work within their existing professional relationships.

41. Would you like to review and approve questions or discussion topics in advance?

This allows speakers to prepare effectively while ensuring the conversation aligns with their comfort level and messaging goals.

42. Will you be available before or after your appearance to mingle with guests, sign books, or participate in additional activities?

Understanding availability helps with event flow planning while respecting speaker time constraints and engagement preferences.

Potential challenges

High-profile speakers may have specific technical or comfort requirements that, if not properly addressed, can lead to underwhelming presentations. 

Additionally, speakers who feel their professional standards haven’t been met may be less likely to participate in future events or provide positive referrals.

Miscommunication about timing and format preferences can lead to scheduling conflicts or speakers arriving unprepared.

How to manage data collected from pre-event survey questions

Managing guest preferences requires you to have a system that can organize and analyze data for thoughtful, actionable insights. Avoid relying on manual spreadsheets, which are often prone to errors.

There is always a risk that critical details may be overlooked. When tools are disconnected across teams, miscommunication becomes inevitable.

Enter the elegant solution: zkipster Audience

With zkipster Audience, guest management becomes a seamless, sophisticated process from start to finish. Every survey response can be captured within a dynamic, unified contact profile, allowing planners to access complete information at a glance. 

Guests can be effortlessly segmented and tagged based on demographics, VIP status, dietary needs, plus-ones, personal interests, and more. Audience users can utilize filters, segments, and tags to build sophisticated guest lists with relevant information from pre-event surveys. These curated lists can then be imported into Events along with pertinent guest data to inform seating charts, check-in protocols, and catering requirements.

Guest profiles remain secure within the zkipster platform, accessible only to authorized zkipster users on your team. When last-minute updates arise, they are reflected in both Events and Audience, ensuring that changes are implemented with minimal disruption.

Sending a post-event survey

Distributing a post-event survey allows you to thoughtfully measure attendee satisfaction and uncover meaningful opportunities for improvement. 

By analyzing the responses to the post-event survey questions, you can refine your planning process and elevate the experience for future events.

Examples of key post-event feedback questions include:

• How would you rate your overall experience?
• What was the highlight of the event for you?
• Would you attend a similar event in the future?
• How smooth was the event registration process?
• How would you rate the staff’s helpfulness and professionalism?
• Would you be interested in providing a testimonial about your experience?

By asking the right questions before your upcoming event, you can streamline everything from seating to catering for a polished, personalized guest experience and total event success. When managed well, pre-event surveys become the bridge between thoughtful planning and unforgettable experiences at any type of event.

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