Setting Client Expectations for Collaboration through Weven
Couples can plan and collaborate with venue hosts and vendors entirely online while using their Weven Planning Portals - check out ways to set client expectations and collaboration with your venue through Weven:
Communication Experience
Ensure communication is occurring from within Weven for you and your team so it can easily be referenced back to, and so the appropriate members of your team will have visibility.
Internally, you can log calls or emails so your venue team can all be on the same page about what has (and hasn't) been exchanged with each client. This eliminates any duplicate efforts and saves everyone time! Any documents exchanged will appear in the Documents Tab for easy reference.
Reminder: clients are not required to reply via Weven - their experience is set up so that they can easily message their venue host until they are ready to start booking their event.
Touring Experience
Seal the deal by letting your client know all the essential details of their planning process, including contract signing and completing payments, which can be done and stored inside of the complimentary planning portal they will receive access to. Make sure to remind clients that you, as a venue host, are here to make this exciting experience enjoyable, not stressful! But don't worry, you’re already making that happen by providing them with a super-customized planning experience in their account as a resource that includes all the details they'll need to execute their special day!
"I mention the portal when [clients] come and tour with us. It's one of the last things I mention so that they will remember it when they leave.”
Booking Experience
Make your client's booking experience seamless! Contract templates allow you to quickly customize a contract for your client using collaborative, editable fields along with smart fields that pull in the necessary event and client information.
In fact, many hosts will even add clauses into their contracts that explicity state their Wedding Clients should use their Weven planning portals to complete necessary actions like payments, uploading documents like floor plans and certificates of insurance, and sharing their vendor list with day-of contacts.
Planning Experience
Tasks
See individual planning progress across each of your events with the task manager. Venue-specific tasks are custom to your venue and ensure your clients that the essential to-dos are completed. Supporting tasks help DIY couples stay on top of planning and collect additional details within the dashboard.
Payments
All payments are listed in the dashboard for clients to view any already made payments and plan ahead for any upcoming expenses needed to be paid.
Messages
Cut down on back-and-forth with in-app messaging for all clients and their vendors. Messaging through the dashboard allows you to reference all past correspondence with each client, so no details are missed.
Vendors
Allow clients to discover vendors! Within the dashboard, clients can reach out to the venue's recommended vendors to contact people who know your property best. The final vendor list is accessible to print out day-of for easy reference!
Additional Users
Clients can add planning partners, spouses, and more to collaborate in one place customized by you and your team. With this access, there are different permission levels where couples can manage how and who they receive support from regarding event planning and financing.
Planning Tools
Each client receives a free wedding website builder that automatically showcases your venue and shares key information with guests, so they stay in the know. This includes a guest list manager with RSVP capabilities for easy planning.
Don't know how to message the customized, online planning experience you provide your clients? Ask your customer success manager how other venue hosts have seen success in flaunting this new amenity!
