
Here's our comprehensive process for booking Wave event staff, from initial contact to deposit payment:
Initial Contact and Event Discussion
1. Client Inquiry: We receive initial contact via email, website, directory listings and social media from the client regarding event staffing needs.
2. Preliminary Discussion: We schedule a call or meeting to discuss the event details, including:
- Date, time, and location of the event
- Type of event (e.g., corporate, wedding, festival)
- Estimated number of guests
- Venue specifics and any special requirements
3. Staff Requirements Assessment: We then determine the amount and type of staff needed based on the event details. This includes:
- Number of staff members required based on staff to guest ratio of 15:1
- Specific roles (e.g., servers, bartenders, greeters)
- Necessity for a Team Leader to oversee operations (for non University events)
Event Brief and Proposal
1. Detailed Event Brief: We create a clear and comprehensive brief outlining:
- Exact staff responsibilities and duties
- Dress code and appearance standards
- Schedule and shift durations
- Any specific skills or certifications required
2. Initial Proposal Development: In addition to the above we prepare a proposal including:
- Staffing breakdown (number and types of staff)
- Pricing structure including project management
- Team Leader role and responsibilities
- Any additional services or equipment needed
3. Proposal Submission: We send the initial proposal to the client for review.
Proposal Refinement and Booking Confirmation
1. Client Feedback: We receive and discuss any feedback or questions from the client regarding the proposal.
2. Proposal Adjustment: We make any necessary refinements to the proposal based on client input and any new information.
3. Final Proposal: We submit the revised proposal for client approval.
4. Booking Confirmation: Once the client agrees to the terms, we send a formal email booking confirmation. This should include:
- Final staff numbers and roles
- Confirmed event details
- Terms and conditions review
- Cancellation policy acknowledgement
Invoice and Deposit
1. Proforma Invoice Preparation: We generate a proforma invoice for 50% of the total booking cost as a deposit.
2. Invoice Submission: We then send the proforma invoice by email via
Freshbooks ( invoicing system) to the client, clearly stating it's for the 50% deposit.
3. Payment Instructions: We provide clear instructions for deposit payment, including accepted payment methods and due dates for deposit and full payments
4. Deposit Confirmation: Once the deposit is received, we fully schedule staff for the event.
5. Staff Allocation: We then begin the process of allocating staff for the event, including the designated Team Leader.
By following this process, you ensure a thorough and professional approach to booking event staff, from the initial inquiry to securing the booking with a deposit.
To book your next event staff follow the below link
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