How to Prepare for Your First Meeting with a Web Designer (Free Prep Kit)

You've scheduled your first meeting with a web designer or agency. Congratulations—that's an exciting step for your business.

But here's what most business owners don't realize: the quality of that first meeting determines the quality of your entire project.

Show up unprepared, and you'll waste everyone's time while the designer guesses at what you need. Worse, you'll end up with a website that doesn't match your business goals because the designer never understood them.

Show up prepared, and you'll get better design concepts, more accurate quotes, and a website that actually works for your business.

The good news? Preparation doesn't take long. You just need to think through a few key questions before the meeting.

This guide will show you exactly what to prepare, what the designer will ask, what you should ask them, and how to make your first meeting productive and valuable.

Why Preparation Leads to Better Websites

Let's be clear about why this matters.

When you show up to a web design consultation with clear goals, organized thoughts, and relevant materials, three things happen:

1. The designer can actually help you Instead of spending the meeting trying to figure out what you need, they can focus on solving your specific challenges.

2. You get more accurate pricing Vague requirements lead to vague quotes. Clear requirements lead to realistic pricing and fewer surprise costs.

3. Your website will be better A designer who understands your business, customers, and goals will create something that actually works—not just something that looks nice.

The reality: Most business owners show up to web design meetings with no preparation. If you take just 30-60 minutes to work through this guide, you'll be ahead of 90% of clients designers meet with.

Let's make sure your meeting is productive.

Before the Meeting: What to Gather

Here's what to prepare before you sit down with the designer.

1. Define Your Website Goals (With Examples)

The question to answer: What do you want your website to actually do for your business?

This seems obvious, but most business owners haven't thought it through. "I need a website" isn't a goal—it's a starting point.

Better goals with examples:

For a service business:

• "Generate 10 qualified consultation requests per month"
• "Establish credibility so prospects trust us before calling"
• "Showcase our portfolio to attract high-end clients"

For local businesses:

• "Drive phone calls from people searching [service] in [city]"
• "Get online bookings instead of managing calls"
• "Rank on Google for [specific keywords]"

For e-commerce:

• "Sell [X] products per month online"
• "Reduce support calls by improving product information"
• "Increase average order value by 20%"

For professional services:

• "Position us as the expert in [specialty]"
• "Convert website visitors into email subscribers"
• "Support our sales team with case studies and testimonials"

Your action: Write down your top 3 goals for your website. Be specific.

2. Identify Your Target Audience

The question to answer: Who exactly are you trying to reach with this website?

Don't say "everyone." The more specific you can be, the better the designer can tailor the site to those people.

Think through:

• Demographics: Age range, location, income level, job titles
• Problems they're trying to solve: Why do they need your service?
• How they find you: Google search, referrals, social media, advertising
• What they care about: Price, quality, speed, convenience, expertise
• Decision-making process: Do they buy immediately or research for weeks?

Example for a dental practice: "We target families in [neighborhood] ages 30-50, middle to upper-middle income, who care about quality care and convenience. They typically find us through Google searches or referrals. They want a dentist they can trust with their kids."

Example for a B2B service: "We target small business owners (10-50 employees) in [industry] who are frustrated with [problem]. They're researching solutions online but need to justify the investment to themselves or a partner. They care most about proven results and risk reduction."

Your action: Write a paragraph describing your ideal customer.

3. Collect Website Inspiration (What You Like and Don't Like)

The question to answer: What style and approach resonates with you?

Designers need visual references. Saying "I want something modern and clean" doesn't help—every client says that.

How to collect inspiration:

1. Browse competitors' websites – What do you like? What don't you like?
2. Search for your industry – Find 3-5 sites you admire
3. Look beyond your industry – Any websites you love using?
4. Save screenshots or URLs – Be ready to show specific examples

What to capture for each example:

• What you like about it (layout, colors, navigation, specific feature)
• What you don't like
• What would work for your business vs. what wouldn't

Examples of helpful feedback:

• "I love how [site] explains their process with a visual timeline"
• "This site's hero section immediately tells me what they do—I want that clarity"
• "I hate the popup that covers the whole screen on [site]"
• "The mobile menu on [site] is really intuitive"

Your action: Find 3-5 websites to show as examples. Screenshot or bookmark them.

For ideas, check out our portfolio of small business websites to see different approaches and styles.

4. Prepare Your Brand Assets

The question to answer: What existing brand materials do you have?

Collect these items if you have them:

• Logo files (ideally vector files: .ai, .eps, .svg, or high-res PNG)
• Brand colors (hex codes like #FF5733 if you know them)
• Fonts (names of fonts you use)
• Brand guidelines or style guide (if you have one)
• High-quality photos of your business, team, products, or work
• Marketing materials (brochures, business cards, etc.)

If you don't have these, that's okay! Tell the designer. They can help create or source what's needed. Just know it may affect the quote.

Your action: Gather any logo, color, and photo files you have. Put them in a folder labeled with your business name.

5. Outline Your Content Plan

The question to answer: What pages and content will your website need?

Most business websites need:

• Home page
• About page
• Services or Products pages
• Contact page
• Maybe: Blog, Portfolio, FAQ, Testimonials, Location pages

For each page, think about:

• What's the main message?
• What action do you want visitors to take?
• What content do you already have vs. need to create?

Example for a service business:

HOME PAGE
- Headline: We help [audience] solve [problem]
- Main CTA: "Get a Free Consultation"
- Show: Services, Testimonials, Why Choose Us

SERVICES PAGE
- List 5 core services
- Explain what's included in each
- CTA: "Schedule a Call"

ABOUT PAGE
- Our story and why we do this
- Team photos and bios
- CTA: "See Our Work"

Your action: List the pages you need and the main points for each.

Learn more in our guide on essential pages every business website needs.

6. Set Your Budget Range

The question to answer: What can you realistically afford to invest?

This is often awkward, but it's critical. Designers can't give you accurate quotes without knowing your budget range.

Budget context:

• Simple template-based site: $2,000 - $5,000
• Custom small business site: $5,000 - $15,000
• Complex site with custom functionality: $15,000 - $50,000+

Be honest about:

• Total available budget
• Whether this includes content, photography, ongoing maintenance
• Timeline flexibility if budget is tight

Your action: Decide on a realistic budget range you're comfortable sharing. For more context, see our guide on website costs in 2026.

7. Determine Your Timeline Needs

The question to answer: When do you need this website launched?

Think about:

• Is there a hard deadline (business opening, event, trade show)?
• Or just "as soon as reasonably possible"?
• How quickly can you provide content and feedback?

Be realistic: Quality custom websites typically take 6-10 weeks. Rushed projects cost more and often have issues.

Your action: Write down your ideal launch date and whether it's flexible.

Read our article on how long it takes to build a website for realistic expectations.

Questions the Designer Will Ask You

Here's what a good designer will want to know during your first meeting. Preparing answers ahead of time makes you look organized and helps you get better service.

About your business:

1. What does your business do, and who do you serve?
2. What makes you different from competitors?
3. What are your business goals for the next 1-2 years?

About your customers: 4. Who is your ideal customer? 5. How do they currently find you? 6. What do they care about most when choosing a provider?

About the website: 7. What's the main goal of the website? 8. What pages do you need? 9. What specific features are must-haves? 10. Do you have content, or do you need help creating it?

About the project: 11. What's your budget range? 12. When do you need it launched? 13. Who will manage the website after launch? 14. Do you have brand assets (logo, colors, photos)?

About examples: 15. Can you show me websites you like? 16. What do you like or not like about your current site (if you have one)?

Your action: Write brief answers to these questions so you're ready.

Questions You Should Ask Them

The meeting isn't just about them asking you questions—you need to evaluate whether they're the right fit.

Here are the essential questions to ask. For a comprehensive list, see our full guide on questions to ask before hiring a web designer.

About their experience:

1. "Can you show me examples of websites you've built for businesses like mine?"
2. "What experience do you have in my industry?"
3. "Who will actually be working on my project?"

About their process: 4. "What does your design process look like, step by step?" 5. "How will we communicate during the project?" 6. "What happens if I don't like the initial design?"

About the project specifics: 7. "What's included in your quote? What's not included?" 8. "Will I own the website and domain when it's done?" 9. "Is SEO and mobile optimization included?" 10. "What happens after launch? Is support included?"

About timeline and payments: 11. "What's your typical timeline for a project like mine?" 12. "What are your payment terms?" 13. "What happens if the timeline is missed?"

Your action: Bring this list to the meeting. Take notes on their answers.

What to Expect During the Meeting

Here's how a typical first meeting with a professional web design agency flows:

Phase 1: Introductions (5-10 minutes)

• Small talk, get comfortable
• Designer explains their background and approach
• You give brief overview of your business

Phase 2: Discovery Questions (15-25 minutes)

• Designer asks about your goals, audience, competitors
• They ask to see examples you've collected
• Discussion of features, pages, and functionality needs

Phase 3: Your Questions (10-15 minutes)

• You ask about their process, portfolio, and specifics
• They explain how they work, timelines, and next steps

Phase 4: Budget and Next Steps (10-15 minutes)

• Discussion of budget and what's realistic
• Rough ballpark of cost (or promise of detailed proposal)
• Agreement on next steps and timeline for proposal

Total meeting time: Usually 45-60 minutes.

What good designers do:

• Ask lots of questions about your business
• Take notes
• Show genuine interest in understanding your goals
• Provide helpful insights even before you hire them
• Don't pressure you to decide on the spot

What bad designers do:

• Jump straight to talking about themselves
• Focus on technology and features, not your goals
• Pressure you to sign immediately
• Give vague answers to your questions
• Don't ask about your customers or business goals

After the Meeting: Next Steps

After the meeting ends, here's what should happen:

Within 3-7 days:

• Designer sends you a detailed proposal or quote
• Proposal includes scope, timeline, pricing, and next steps
• You review and ask clarifying questions

Your job:

• Review the proposal carefully
• Compare if you're talking to multiple designers
• Ask questions about anything unclear
• Check references if you haven't already

Making a decision:

• Don't rush, but don't drag it out for months
• If you like them, schedule a follow-up call
• If something feels off, trust that feeling

Learn what to look for in a contract in our guide on what should be included in a web design contract.

Common Mistakes That Waste Everyone's Time

Avoid these pitfalls:

1. Showing up with no preparation

• Designer spends the whole meeting asking basic questions
• You can't answer important questions about your business
• Result: Vague proposal that doesn't fit your needs

2. Not being honest about budget

• Designer spends time creating a proposal you can't afford
• You waste time reviewing options that don't fit
• Result: Frustration on both sides

3. Not asking questions

• You hire based on price alone
• You don't understand the process
• Result: Misaligned expectations and disappointment

4. Bringing too many decision-makers

• Six people with different opinions derail the conversation
• Designer can't get clear direction
• Result: Confusion and indecision

Best practice: Bring 1-2 key decision-makers maximum.

5. Not having examples ready

• Designer guesses at your style preferences
• First design concepts miss the mark
• Result: Wasted time on revisions

Your Meeting Prep Checklist

Here's everything you need to prepare before your meeting:

✅ Goals & Strategy

• Written list of top 3 website goals
• Description of target audience
• Main competitors identified
• Key differentiators noted

✅ Content & Structure

• List of pages you need
• Main messages for each page
• Any existing content gathered

✅ Design & Brand

• 3-5 website examples bookmarked
• Logo files ready (if you have them)
• Brand colors noted (if you have them)
• Any existing photos organized

✅ Project Details

• Realistic budget range decided
• Ideal launch date identified
• Timeline flexibility determined

✅ Questions to Ask

• Printed list of questions from this article
• Notebook for taking notes

✅ Next Steps Clarity

• Know what you need to decide
• Understand what happens after meeting
• Timeline for receiving proposal

Want a simple worksheet version of this checklist? We've created a one-page Meeting Prep Kit that includes:

• Worksheets for goals, audience, and content planning
• Space to collect website examples and notes
• Complete question list to bring to meetings
• Post-meeting evaluation scorecard

[Note: Lead magnet to be added in Phase 2 based on article performance]

Make Your First Meeting Count

A well-prepared first meeting sets the tone for your entire project. It shows the designer you're serious, organized, and ready to be a good client. In return, you'll get better service, more accurate proposals, and ultimately a better website.

Most business owners wing it. Don't be most business owners.

Spend 30-60 minutes working through this prep guide, and you'll walk into that meeting confident, informed, and ready to have a productive conversation.

Ready to Talk About Your Website Project?

At MooseBase, we love working with prepared clients who know their business and their goals. Our discovery process is designed to dig deep into what makes your business unique and translate that into a website that actually works.

Whether you're ready to move forward or just exploring your options, we're happy to help.

Next Steps:

• Review our portfolio of work to see our approach
• Read our guide on questions to ask web designers
• Learn about red flags to watch for when evaluating designers
• Understand what should be in your contract
• Schedule a free consultation to discuss your project

Come prepared, and let's build something great together.