What to put on an event planner’s digital card
- Event types Weddings, corporate offsites or birthdays lets a prospect see immediately whether you handle their kind of event.
- Cities and destinations Home cities and destination options set expectations about travel, costs and local vendor networks.
- WhatsApp number Date checks, mood boards and vendor coordination happen on WhatsApp, so make it the main contact.
- Portfolio or Instagram A curated gallery of past set-ups lets families and HR teams judge your style quickly.
- Date-check enquiry A short form for date, city, guest count and budget helps you respond with availability and a rough quote.
- GSTIN and company details Corporate clients need these for vendor onboarding and invoices before they can confirm a booking.
- Event size you handle Intimate dinners and very large weddings need different teams, budgets and lead times; stating the guest range you usually manage helps clients judge whether you fit their plans before the first meeting.
- Vendor network note A line on whether you bring your own decorators, caterers and photographers, or work with the family’s chosen vendors, helps clients understand what they are booking and who they will deal with.
When to share it
- Shared with guests who ask about the planner at a wedding function or corporate event you are managing.
- Shown at wedding exhibitions and bridal fairs instead of handing out bulky printed brochures.
- Sent to decorators, caterers and photographers so they can refer clients and coordinate on joint events.
- Forwarded by a happy couple to friends and relatives who are planning weddings in the coming season.
What to say when you send it
A card link on its own is easy to ignore. Add a line that reminds the person where you met and what to do next — for example:
Hello Mr and Mrs Agarwal, thank you for meeting about your son’s wedding. My card has the portfolio with two Udaipur palace weddings. Please share your preferred dates, guest count and budget range, and I will send venue options next week.
Where to put the QR code
- The welcome desk at events you manage, only with the client’s agreement.
- Your stall at wedding exhibitions.
- Proposal documents and planning checklists you share with clients.
Mistakes to avoid
- Using photos from events you did not plan Showing other planners’ weddings or a decorator’s portfolio as your own misleads clients and is easy to spot. Use photos from your own events and credit the decorators and photographers you worked with.
- Leaving out cancellation terms Clients ask about cancellations and date changes when plans shift, often under stress. A link to your terms and payment schedule saves difficult conversations later.
- Overloading the card with services Listing weddings, birthdays, conferences, concerts and product launches makes it hard to see what you do best. Lead with the events you specialise in and mention the rest when asked.
Tips for a card that gets saved
- Place any QR discreetly at events you manage, and only with the client’s agreement; the event belongs to them, not to your marketing.
- Mention your busy wedding-season months and ask clients to share dates early, which reduces last-minute enquiries you cannot accept at all.
- Keep separate featured galleries for weddings and corporate events, since an HR manager and a bride’s family look for very different things.