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SECTION 1 : Responding to Leads and Building Event Files

You will receive inquiries, which we like to call Leads from VenueBook.com. Alternatively you can enter your own events into the VenueBook Calendar or Leads can come from your embedded form.  You can view these Leads and Events on the VenueBook Dashboard. Different types of leads can be identified via a color-coded key. There are three types of leads for pro users: VenueBook, ExpressBook, Embedded.

To view even more information about a lead or event (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. For VenueBook.com Leads only, 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. Accepting a VenueBook.com Lead does not mean you are permanently committed to hosting the event. It simply 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. 

Please note, users can only "Accept" embedded form leads - they cannot decline these leads; embedded leads also never expire. To "cancel" an embedded lead a user needs to accept the lead then go through normal procedure of canceling an event. 

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Once you 'Accept' a VenueBook.com 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.

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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. 

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Tip: All new events should be added to VenueBook. This will enable you to capture their contact information right away and immediately take action on the inquiry. We’ve found that if you answer inquiries within 24 hours, you are twice as likely to book that event!

 

Adding a New Event

If the inquiry came directly from a phone call or email, you will have to create a New Event File. Head over to the Calendar and double click the date of the prospective event. A ‘Create a new..’ window will appear. Select the Event button and fill out the client's details and then click ‘save’. All fields aren't required, but much are encouraged.

Tip: The calendar is used to collect all the general information about the prospective event and add the contact to your address book. You might have noticed that you can also log site visits and/or appointments from here.

 

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Once you’ve added that event to the calendar, click on the event once and then click the edit button in the new window. This opens the Event File.

 

Building an Event File

Proposal

Click on to the Proposal tab. The first three sections (Event overview, Dates/times, Contact Details)will already have been filled out with the information input into the Calendar or flowed here automatically from VenueBook.com.

 

Space

The first thing you will need to do is select the Space(s) the event is going to be held in. This not only calls out the location of the event to the client, this ties into the Real Time Availability on VenueBook.com and helps you reflect the correct availability for the event.

Once here, click on the +add button to the right in the space section.

 

Event Details

The Event Details section is where you can input every other event related line item with a price associated with it. ie menu items, beverage packages, rentals, AV, etc.

Click the +add button to the right in ‘in ‘Event details’ section to type the details, price and quantity of all things included in the event. Each line item needs to be added line by line.

 

Payment Schedule

Next, make sure the Payment Section reflects how you take deposits/capture credit card information. The platform defaults to a 50% deposit based on the the total cost of the event. This can be changed by clicking the gear and edit drop down (PRO USERS ONLY). You can also add an additional scheduled payment here by clicking on the +add button to right right of the Payments. If you would like to capture the client's credit card rather than charging a deposit payment, change the name from ‘Deposit’ to ‘Capturing credit card to secure event’ and input a payment amount of $0. If you are charging the full & final bill before the event takes place, change the defaulted ‘Deposit’ name to say ‘Final Payment’ and add the full amount or 100%.

 

Totals

The Totals section will show you the total balance of all your line items, including fees, suggested gratuities and taxes. You can also add a Food & Beverage Minimum’ if applicable, by clicking the pencil icon to the right of ‘Food & Beverage Minimum’.

 

Legal Terms

You can have several contract templates saved and default this to your most common ‘template’. You can also have specific clauses to set so your clients will have to initial on-top of digitally accepting the proposal.  To add a new legal template to a proposal, select ‘the change template’ button or to edit, click the pencil icon located on the upper right hand corner to edit that one that is defaulted.

 

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

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