The difference between a planning call that takes twenty minutes and one that takes ninety is almost always the same: whether you sent a good intake form first. A client intake form is the cheapest leverage in your business — it turns a blank first call into a working session, because the trip already starts halfway planned.
Here's what belongs on a travel agent intake form for theme-park trips, and how to collect it without three rounds of email.
What to ask on a travel agent client intake form
Group your questions so the client can answer fast. The goal is everything you need to start, not everything you'll ever need.
The party
- Who's traveling — adults, kids and their ages at travel time, anyone with mobility or dietary needs.
- First Disney/park trip, or returning? (This changes everything about pacing.)
- Anyone celebrating — birthday, anniversary, first visit?
The trip
- Target dates or a window, and how firm they are.
- Number of nights and rough budget range.
- On-site vs. off-site resort preference, and any must-have resort amenities (pool, monorail, club level).
- Which parks, and whether park-hopping matters to them.
The priorities — this is the section that actually drives the plan
- Top 3–5 must-do attractions or experiences.
- Must-do dining (character meals, signature restaurants) and any hard no's.
- Pace: go-go-go and rope drop every day, or sleep in and take the afternoons easy?
- The one thing that would make the trip a win.
The logistics
- Departure city and travel preferences (flights, driving, transfers).
- Any dates or times that are locked (a non-negotiable dinner, a flight already booked).
- Past trips they loved or hated, and why.
The questions agents forget — and shouldn't
A few questions punch far above their weight:
- "What's your daily rhythm at home?" Early risers and night owls need completely different park days. This one question prevents the most common complaint: an exhausting plan.
- "What did you not love last time?" Negative preferences are more actionable than positive ones. "We hated waiting in the heat at 2pm" tells you exactly how to build the day.
- "Who's the decision-maker, and who's the trip really for?" The person filling out the form isn't always the person whose must-dos matter most.
Stop the form from creating more work
Here's the trap: a great intake form that lands as a PDF or a Google Form dumps a wall of answers into your inbox — and now you re-type all of it into wherever the trip actually lives. The form saved the client time and cost you an hour.
The fix is to collect intake where the trip is planned, so the answers become the trip instead of feeding a second copy of it:
- Onboarding forms in MagicHop capture party details, priorities, and preferences and attach them straight to the client and trip — no re-keying.
- That feeds the client CRM, so every client's party, preferences, and history sit in one place you can pull up mid-call.
- And it feeds the plan: with the must-dos and the pace already on file, Astra AI can help you turn them into a day-by-day itinerary instead of starting from a blank page.
A good intake form means every plan starts halfway done. Collecting it inside your workspace means it stays done.
If you're still copy-pasting from a form into a doc, that's the hour to win back first. Start free and send your first onboarding form in a few minutes, or try Astra free to see how the answers turn into a plan.