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SECTION 1: Responding to a Lead

You will receive inquiries, which we like to call Leads from our marketplace, www.venuebook.com. You can view these Leads on the VenueBook Dashboard. You'll also receive a Lead Alert notification email.

To view even more information about a lead (i.e. space requested, food & beverage, type of event) in the dashboard select the lead and a side bar will appear. Then, click Client Request to view more details. You have 3 business days to Accept or Decline the venuebook.com lead. After 3 days the Lead will Expire and disappear from your Dashboard.

Clicking Accept lets the booker know that you are interested in potentially hosting their event. The Lead then becomes a New Event and will move to the Events Section in the Dashboard. This will also be added to your calendar.

  • Please note:  Accepting a Lead does not mean you are permanently committed to hosting the event it opens the line of communication to the booker.

If you decide to Decline a lead, you will be asked to select a reason and the booker will receive an email with alternative venue suggestions. 

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Once you Accept the Lead, you will be asked to decide whether you would like to create a proposal by uploading a PDF of your own (a new feature we are beta testing) or building a proposal using our Proposal Editor. screen_shot_2017-07-06_at_6.01.12_pm_1024.png

Choose the PDF editor if you would like to you to use a proposal of your own design and creation. 

Choose VenueBook's Proposal Editor, if you would like to create the proposal with in VenueBook.

Upon Accepting the Lead, you can contact the booker by selecting View Message which will take you to the Messages page. Send the booker a New Message by selecting the Reply or New Message  button. 

 

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If you feel you have enough information to send a Proposal to the booker, you should always send a proposal. We have found that bookers expect a Proposal, so they can make a decision quickly. A venue that responds with a proposal within 6 hours have a 50% higher rate of conversion. Don't waste time with non-actionable messages. The faster you respond the more likely you are to book the event. 

 

Building a Proposal Using the Proposal Editor

As mentioned above, the Proposal is populated with the potential bookers information.

  • Event Overview - includes the Event Name and Guest Count
  • Dates/Times - includes the date and time of the event
  • Contact Details - includes the booker's name, contact information revealed after event is booked!
  • Event Space/Rentals - includes the space that the event will be held. If pre populated it will list the space that the booker requested. 
  • Event Details - includes food, beverage, and any other miscellaneous items needed for the event.
  • Payments - includes the deposit needed to host the event. Venuebook Requires a 50% deposit up front which is collected at the time of the event.  Make sure to sign up for Stripe!
  • Totals - includes the total price of the event with taxes and fees
  • Legal information - includes Terms and Conditions necessary to host the event. 

 

To edit this information select the Pencil icon next to the line item. 

To delete this information, select the X icon or 'X clear' button.  

To add to any of the sections, select the '+add' button. 

 

 

All set? You are ready to send the proposal to your client. To do this, hit the green button to Sign & Send Current Proposal.

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Building a Proposal by Uploading a PDF

First confirm that all information contained in the below sections is correct. 

  • Dates/Times - includes the date and time of the event
  • Event Space/Rentals - includes the space that the event will be held. If pre populated it will list the space that the booker requested.

To edit this information select the Pencil icon next to the line item. 

To delete this information, select the X icon or 'X clear' button.  

To add to any of the sections, select the '+add' button. 

Below Event Spaces you will be given an opportunity to upload your PDF. Simply select Choose File, select the document you would like to upload, select open, and review.  Be sure to include any and all legal terms and conditions in this PDF. If you are satisfied with the document you have uploaded, select the green SEND PROPOSAL. 

 

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