Write down what you agreed
After a call or venue tour, save the customer’s name, date, guest count, event idea and the next thing you promised to check. Keep it where the rest of your team can find it.
Check whether the event will work
Ask about the parts that could change the plan:
- Guest hours, setup, deliveries and cleanup
- Seating, a stage, a dance floor or breakout rooms
- Children, alcohol and who serves it
- Caterers, food trucks, kitchen access and dietary needs
- Music, equipment and sound limits
- Step-free access, parking and a plan for bad weather
- Budget, decision date and the person approving the booking
Keep estimates and unanswered questions clearly marked.
Check the room’s whole schedule
Look at bookings, holds, closures and busy time from other calendars. Allow for preparation and cleanup. An empty slot alone does not mean the event will work.
Give the customer a clear proposal
Set out the room, date, hours, seating plan, price and what is included. Separate optional extras and estimated costs. Explain payment dates, change terms and when the offer expires.
A proposal gives the customer something to review. Follow your agreement and confirmation process before treating the event as booked.
Keep everyone up to date
If a call changes the arrival time or layout, update the event details. Before the event, check customer contacts, supplier arrivals, room setup and anything still unresolved. Give each task an owner and a deadline.
Afterward, add useful answers to your venue notes so the next event is easier to prepare.