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Best Practices for Responding to Enquiries

Your response to an enquiry is your opportunity to convert interest into a confirmed booking. A well-crafted, timely, and personalised response can significantly increase your chances of success. This guide outlines best practices for managing and responding to enquiries on Hire Space. 

For more in-depth strategies on handling enquiries where your venue might not be a perfect fit, refer to The Art of the Cross-Sell.

The Importance of Speed and Quality:

  • Respond Quickly: Event organisers often send multiple enquiries. The faster you respond, the more likely you are to be considered. Our platform also rewards quick response times with improved visibility.
  • Personalise Your Response: We understand venue managers are busy, but taking a moment to personalise your response can make a significant difference. Avoid generic, templated replies. Address the client by name and refer to specific details from their enquiry. Show them you've read and understood their needs.
  • Address All Questions: Ensure your response thoroughly answers all questions posed in the enquiry. If you need more information, ask clear and concise follow-up questions.

Crafting a Winning Proposal:

  • Tailor Your Offer: Based on the client's brief, propose the most suitable spaces, packages, and services. Don't just send a standard brochure.
  • Highlight Benefits: Instead of just listing features, explain how your venue and services will benefit the client and help them achieve their event goals.
  • Be Transparent with Pricing: Clearly outline all costs and what's included. Avoid hidden fees that can lead to frustration later.

Managing Your Enquiries:

  • Monitor Your Dashboard: Regularly check your Hire Space enquiry dashboard. It provides a comprehensive overview of all active and lost enquiries, allowing you to track progress and manage your communication efficiently.
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  • Whitelist Hire Space: Ensure our emails land in your inbox by whitelisting the Hire Space domain. This prevents missed opportunities. For detailed instructions, see How to whitelist Hire Space so I can receive enquiries.
  • Cross-Sell When Appropriate: If you can't accommodate a specific request, suggest alternative spaces or dates within your venue that might work. This can turn a potential loss into a win.
  • Respond to All Enquiries: Even if you can't service an enquiry, a prompt and polite decline is crucial. It maintains a positive relationship and reflects well on your professionalism.