Events and rental: Enquiry form for set builders
An enquiry form for set builders that asks for design stage, venue, dimensions, build window and transport, so the workshop can judge straight away what is being asked.
What makes an enquiry complete for set builders.
Enquiries to set builders vary enormously. One designer sends a full drawing package with dimensions and materials, another sends a mood board and asks whether it can be ready for opening night. An exhibitor knows the stand size but not the height limit in the hall, and a museum names the gallery but not the size of the door everything has to come through. Without that information the workshop cannot say anything about feasibility or price. The project manager emails back and forth while the delivery date draws closer and the workshop schedule for that period fills up with other jobs.
Enquiry form for set builders
Example- 1
Ask about design stage and files
DoneThe form opens by asking what stage the design is at: idea, sketch design, final design or detailed drawings.
- 2
Record venue and dimensions
In progressNext come the venue questions: which theatre, studio or hall, the space available, height limits, door sizes and loading access.
- 3
Assess and pass on
NextThe enquiry reaches the project manager with an overview of what is known and what is still open.
From form to assessed enquiry.
Ask about design stage and files
The form opens by asking what stage the design is at: idea, sketch design, final design or detailed drawings. The person enquiring can then upload drawings, model box photos and reference images. Questions shift slightly with each stage, so an early enquiry does not get stuck on requests for exact dimensions.
Record venue and dimensions
Next come the venue questions: which theatre, studio or hall, the space available, height limits, door sizes and loading access. The build window is asked for as well: when the venue is available and how much time there is. Anything unknown can be flagged for the project manager to fill in later.
Assess and pass on
The enquiry reaches the project manager with an overview of what is known and what is still open. They can see at once whether the build window clashes with other projects in the workshop. The client gets a confirmation listing the open points, so they know what still needs finding out.
Enquiries in one place, not the inbox.
Set builders receive enquiries by email, by phone, through their network of designers and through tenders from larger producers. The form puts them into one shape in the inbox or project system you already use. Drawings and attachments are stored with the enquiry and later travel on to estimating and the workshop. The designer stays the owner of the design; the set builder owns the judgement on whether it can be built.
Open form or by design stage
An open form with a text box and an upload button is quick to fill in, but produces enquiries with half the information missing. A form that asks different questions for each design stage takes the client a little more effort but gives the project manager much more to work with. Regular designers can use a shorter route.
Meet first or assess directly
On large productions the work often starts with a conversation in which designer and set builder walk through the concept together. For smaller jobs, assessing directly from the form is more efficient. The form can ask whether the client would like a meeting, so the project manager knows which route fits.
Venue data from client or ourselves
Clients do not always know the door sizes or height limit of an exhibition hall. Much of that information sits in the venue's technical documents. The form can ask for those documents or for the name of the venue's technical contact, so the project manager can request it directly.
How it already runs at similar businesses.
IP Camera Installatie
From camera system to installation. Everything connected.
Read the storyMaison Vert
From bouquet to delivery. Thoughtfully connected.
Read the story
MJ Tattoo Studio
From inspiration to a personal consultation.
Read the storyWhich questions the form asks.
The form is ready with questions per design stage, upload of drawings and references, venue and dimension questions and hand-off to the project manager. Together we replay a trade fair enquiry with only a sketch and a stand size, and a theatre enquiry where the designer sends a full package but the theatre's door size is missing. A shorter route for regular designers can be switched on later.
View pricingHosting and careGood to know.
Explore pricing and optionsCan designers upload large drawing files?
Yes. Small files go straight in; large ones can be shared through a link. The form asks which files exist, so the project manager knows whether this is a sketch or a full package, even when the files themselves arrive by another route.
What if the client does not know the venue yet?
They can say so and skip the questions on dimensions and access. The enquiry is flagged, so the project manager knows buildability can only be confirmed once the venue is known. A first estimate is still possible in the meantime.
Can the form tell whether we have capacity in that period?
If the workshop schedule is in the same software, the project manager sees on arrival how busy the workshop is in the run up to the build window. The client does not see this. Whether a project fits remains the project manager's call, because it depends on the scale and the techniques involved.
How do we handle tenders?
Tenders usually come with their own documents and requirements. The form is not designed for those, but the enquiry can be marked as a tender with its submission deadline. It then sits in the same overview as other enquiries and does not get forgotten.
Add-ons for your industry.
What often connects to this.
- Website for set buildersA website for set builders that shows which kinds of sets, materials and finishes you produce, so designers and producers know what work they can bring to your workshop.
- Quotation software for set buildersQuotation software for set builders that prices build hours per trade, materials, transport and installation, with the design version and assumptions behind the price visible in the proposal.
- AI enquiry assistant for set buildersAn AI enquiry assistant for set builders that answers questions on design revisions, drawing delivery, scheduling and working methods from approved information, and hands doubts to the project manager.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for set builders: design, venue, dimensions and build window in one enquiry, with drawings and references attached.
- Ask about design stage and files
- Record venue and dimensions
- Assess and pass on