This guide will provide a step-by-step explanation of what you can expect when responding to an enquiry and what information you should include. When agents send out an enquiry, users who are selected to receive enquiries will receive an email notification informing them of a new enquiry that requires a response. Users have two options: they can either log into myeventschannel.com to find the enquiry and respond, or they can simply click on the link provided in the email, which will directly take them to the enquiry page on myeventschannel.com.
When the user logs into myeventschannel.com, they will be directed to their dashboard. On the dashboard, they can easily view any outstanding enquiries categorized as either "Today's Outstanding Enquiries" or "Older Outstanding Enquiries." If the user responds to an enquiry on the same day they received it, it will appear under "Today's Outstanding Enquiries." However, if the response is delayed by a day or two, it will be listed under "Older Outstanding Enquiries." Additionally, there is an "Enquiries" tab located at the top of the page, which displays a numerical value representing the total number of outstanding enquiries.
To address the enquiry, you have two options. Firstly, you can visit the enquiry page, where you will encounter the view depicted below. Alternatively, you can click on the enquiry reference number on the dashboard, which will redirect you to the response page.
Once you reach the response page, you will find the event brief positioned below the deadline box. Additionally, in the top left corner, you will see the 'Decline' and 'Respond' buttons. Within the deadline box, you will be able to view the specific date and time by which you need to respond to the enquiry.
After reading the event brief, you will have two options to respond to the enquiry. You can either decline the enquiry or proceed to respond. Declining the enquiry indicates that you are unable to accommodate the booking due to reasons such as lack of availability or insufficient space. When you click on "Decline," you will be directed to a page where you can provide a reason for declining the enquiry. Once you have entered the reason, you can click on "Send," which will send your response to the agent.
If you are able to accommodate the booking after reading the event brief, you should click on the green 'Respond' button. This action will open a form that you need to fill out and submit back to the agent. Please note that you will have a time limit of 60 minutes to complete the form. It's important to be aware that if you leave or exit the page during this process, you may lose the information you've entered and will have to start over again.
Holding Status: This is the option you are holding the booking. For example, if you have nothing booked in you would put 1st Option, if you are already holding a booking you may put joint 1st or 2nd option. You will have an option to not hold the booking as well.
Contact Email: The email address of the person responding to the enquiry.
Hold Date: The date you are holding the room until.
Contact Name: The name of the person who is responding to the enquiry.
Meeting Room: This is the meeting room you are putting forward for the enquiry
Questions: These questions and answers are pulled from your RfP Responses section on your venue listing. If there are any questions that haven't been answered you will need to complete these before responding to the enquiry.
Delegate Details: You will also be able to import your delegate rates onto the enquiry if needed and these rates are pulled from your Delegate rates section on your venue listing. The delegate rates can either be for Day Delegate or Residential Delegate.
Extra information: If you need to provide any further information about the enquiry or your venue you can do this in the free text box.
Charges: This is the charges table where you can enter the value of the enquiry. Each item required for the enquiry will have a separate line in the charges table. You can input your prices for each item, as well as any discounts you wish to offer. The table will also indicate the commission amount you will need to pay for each item.
Above is an example of how the form will appear, outlining the sections you need to complete before submitting your response. After you have submitted your response, the agent will receive an email notification. Subsequently, the agent will proceed to contact the client. You will then get an email notification, notifying you if the booking has been released or confirmed.