Best Practices for Event Inquiry Follow-Ups
So, you've received an inquiry about hosting an event at your venue. How do you keep this lead on the line? Sending a one-off response to that prospective client might not cut it.
It is no secret that booking a wedding venue is one of the couples' main priorities when planning their special day. So when an inquiring client reaches out, take it as a compliment and show your appreciation by answering promptly. But remember, in the early stages of planning a wedding, couples get overwhelmed with all of the decisions they need to make- and their inbox of unopened emails from venues reflects that chaos.
The best way to stay top of mind (and inbox!) is to send a follow-up email to reinforce that connection quickly. Most importantly, by being mindful about how you respond to your inquiries, you'll be sure to leave a positive impression and increase your likelihood of booking a new event. Here are a few key tips:
Follow up messages
If a client hasn’t gotten back to you after your initial response to their inquiry, don’t take it personally; Send a follow up message to stay top of mind. Keep your follow up responses short and sweet, and encourage them to reach out with questions & schedule time for a tour.
Bear in mind your cadence! Following up too quickly might seem “disturbing” and too long might mean you’ve lost the lead. The general rule of thumb is to send a follow up message 2-3 days after receiving the first inquiry.
One to two weeks after receiving the first inquiry and still no response? Try sending a second follow up. This may be your last chance at engaging the client, so be mindful of how you message it! At the end of the day, no response might just mean you’ve answered their question and they’ve gone in a different direction- and that’s okay too!
Leveraging Weven’s templates
Interested in testing out this technique? Whether you're following up two days or two weeks after the initial inquiry, following up with your clients doesn't have to be time-consuming. We highly recommend creating a template (or using one provided by Weven within your account) so that when you send your follow-up message, it will only take a couple of clicks!
You can also use the Analytics tool in your Weven account to help you see the impact strategies like this one can have on your business. This tool enables you to stay laser-focused on key metrics that impact your business, from your response rate and engagement to your overall conversion. If a client hasn't gotten back to you after your initial response to their inquiry, don't take it personally; send a follow-up message to stay top of mind. Keep your follow-up responses short and sweet, and encourage them to reach out with questions & schedule time for a tour.
Watch how your conversion rate may grow as you provide a faster response time or begin following up with clients. Tracking your inquiries and responses helps improve future customers' experience with your venue and helps you find and fix bottlenecks in your performance that could lead to more bookings!
More questions on how to improve your conversation rate or turn inquiries into bookings? Reach out to Weven's customer success team!
