Author Topic: June 2010 - Event Forms  (Read 1677 times)

Danny the Idiot

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June 2010 - Event Forms
« on: May 31, 2010, 10:30:56 AM »
Hi All,

This month's discussion topic is .... Booking or Event forms.

I include inquiry forms too. And post event records too. Basically any records of your event.

So do you have one? Whats on it? Do have a printed form by the phone or an emailable template for inquiries?

What do you need to know before taking a booking?

Do you keep records of numbers of people, weather, events on that day (like football), any costume repairs that need doing? Balloons you are short of? Jokes you came up with? Photos....

thanks
Danny    :ugeek:
« Last Edit: January 01, 1970, 01:00:00 AM by Guest »
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Fuzzy

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Re: June 2010 - Event Forms
« Reply #1 on: May 31, 2010, 11:55:59 AM »
I use email templates for everything...Learnt long ago that if a question was asked then it will be asked again in the future so create a mail merge template for it and save time & effort.

My enquiry form is on the website which automatically sends them details with prices.

There is a link to the booking form in the email sent.

Everything is recorded in my ACT database and I mean everything Emails received/sent, letters/faxes/invites/pictures....

It also flags up iffy people.

Quote
What do you need to know before taking a booking?
First name, Name of Child, Age & sex of child, postcode.

Quote
Do you keep records of numbers of people, weather, events on that day (like football), any costume repairs that need doing? Balloons you are short of? Jokes you came up with? Photos....

No only in my memory.

Repairs and low stock are taken care of on Monday.

Fuzz
« Last Edit: January 01, 1970, 01:00:00 AM by Guest »

Graham Lee

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Re: June 2010 - Event Forms
« Reply #2 on: May 31, 2010, 01:57:18 PM »
This is my phone pad booking form which I then type up via mail merge onto my confirmation letter.
A friend Mike helped me with the mail merge a few years back, I have no idea now how to set this up but it works good for me as I just type in a few main details and then get a personalised letter to send out and my computer stores the details for repeat booking etc. It' also good if you are unsure what you charged last year or for a previous party as it makes for a good memory jogger as well.
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YvonneH

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Re: June 2010 - Event Forms
« Reply #3 on: June 03, 2010, 02:21:38 PM »
I have two different booking forms - one for entertainment and one for d├ęcor.  I think I have most of the bases covered on both but I do occasionally add stuff as I encounter problems or something I hadn't thought about comes up here or on other forums.

I don't have a telephone form as if I am at home I will email my pre-booking form to the client immediately and if I am out and about I usually get the potential client to give me their email address and phone number (I always get this as well as I have a habit of writing down emails incorrectly) and then email them the pre-booking form.

I also (nearly) always post out the booking forms as this ensures that the address etc they have given you is a valid one to which they have access.  Thought about this one after I was given a bad cheque and had to hope that the address I was given was valid as the party had been in a hall and I only had a landline number.  This would not get me very far in debt collection!

With re-stocking I keep all my balloons in a craft tote and if I take the last of a colour I put the empty bag in my desk, once I have a few (I carry a few bags in my most popular colours) I double check to see if I am running low on any others and then put in an order.

I really need to get more organised, I do need to set up mail merge, need to keep better records of clients and work out how to set up reminders to approach them for next year's events and I need to get my paperwork and accounts in a much easier to update state!