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.
On most occasions, you’ll receive what we refer to as an ExpressBook lead. ExpressBook is our booking tool that allows clients to build a proposal from your current offerings. Take a look at the Lead Timeline below to familiarize yourself with the lifecycle of a lead. (But don’t worry, we will go through each step in detail!)
To Respond to a Lead:
- Login to VenueBook
- Select the lead on your Dashboard, the ExpressBook proposal will appear
- Review the details of the proposal (i.e. space requested, type of event, food & beverage choices).
Status Alert! New
At the bottom of the proposal, you’ll find three options for proceeding:
1. Sign & Send Proposal
Review the client's proposed event details. If they are suitable, select “Sign & Send Proposal”. The client will be notified, and have the opportunity for a final review so that they can digitally sign and pay the 50% deposit.
2. Needs edits, Update Proposal
If you’re ready to make some revisions to the Proposal, select “Needs Edits. Update Proposal”, make the desired edits, and select Sign & Send Current Proposal. The client will receive the updated proposal.
Select this option if you would like to discuss the event further with the client before signing. This will allow you to access to the "Messages" tab. Following conversation, you can go back and edit the proposal as needed.
Please Note: You are required to keep all conversation within the VenueBook Platform.
For more help using our Proposal Editor, click here!
3. Decline Lead.
If you're unable to host the event, please decline it. However, it may be worth it to first message the client to see if their event date is flexible, for example.
However you choose to proceed, it’s important to select one of the options as soon as possible!
You have 3 business days to Accept or Decline the ExpressBook lead. After 3 days the Lead will Expire and disappear from your Dashboard.
Status Alert! Held
What happens when you sign and send a proposal back to your client?
Your client will receive an automatic email sent from you through the VenueBook platform. This email will have a link to the proposal, which they will review.
Your client must use their VenueBook login (for security purposes) to review their Event File, which will include the ability to digitally accept the proposal and put down a payment.
When reviewing the proposal, your client has the option to send you a message regarding their event in the Messages tab, or by clicking the orange message bubbles next to line items in the proposal. These messages will update in red when logged into the Event File and to the user’s (Venue Manager that is logged in) actual email.
Your client can either Confirm Booking, Cancel, or Request Site visit once reviewing the proposal.
When your client has Accepted, a new window will appear allowing them to review legal terms and E-sign. On this page, the client will also input their credit card information and pay the 50% deposit. Once singed, the Proposal becomes a legally binding contract.
Status Alert! Contracted & Booked
After your client has entered a credit card payment, you will see this transaction listed in the Proposal with a date received, name on card, card type, last four digits and a receipt number.
Please note: You won’t ever have access to the full credit card number because VenueBook is PCI compliant and always maintains a secure environment to process credit cards.
Remember, venues are charged 12.5% commission and it is collected at the time of deposit. The venue is paid 87.5% of the deposit through their Stripe account and the 12.5% goes to VenueBook automatically.
At this point, besides finalizing any details of the event, the client is waiting for the event to happen. However, you have lots of planning to do! So, back to you, the Venue Manager...
Closing Out Event Payments
Once you’ve executed the event seamlessly, it's time to get paid!
Most of your clients will be putting down their deposit or credit card information via their Event File within VenueBook. If your client requests to use the credit card on file for the final payment, you won’t have access to the full credit card number because we here at Venuebook are PCI compliant and always maintain a secure environment to process credit cards.
- Go to the Proposal tab and add any food, beverage, or other incremental charges that may have occurred during the event.
- Select the Gear next to the ‘Balance Outstanding’. A new window will display with the remaining balance.
- Select the credit card from the drop down or enter a new credit card.
- Add any necessary notes in the Notes field.
- Select the Charge Final Bill Button
- Please note: If you are not charging the Final Bill in VenueBook, you will have to manually schedule a Final Bill payment and then add a received final bill payment.
Status Alert! Closed