- Head over to the Calendar and double click the date of the prospective event.
- 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 are encouraged.
Tip: Adding a new event to the calendar will 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.
Status Alert! New
Once you’ve added the event to the calendar, click on the event once and then click the Edit Proposal button in the new window. This opens the Event File and will allow you to continue to build out the proposal.
Building your Proposal
The first three sections, Event Overview, Dates/Times and Contact Details will already have been filled out with the information input into the Calendar or flowed here automatically from VenueBook.com. Need to add a multi day event? Click here
If you did not already select a space when you create the proposal then you will need to 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 that space.
Once here, click on the +add button to the right in the space section to add the space for the event and any space rental fees. Note: F&B minimums are not added to the Space section. They should be added in the Totals section towards the bottom of the proposal.
Event Details Section
The Event Details section is where you can input food & Beverage line items . e.g. food & beverage 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.
Next, make sure the Payments 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. You can also add an additional scheduled payment here by clicking on the +add button to right right of 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%.
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
You can have several contract templates saved and you will . 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.
Sign & Send Current Proposal
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. Your event will now be in the Held status awaiting your client's review, signature and payment.
Status Alert! Held