Sending out a good first message can be the key difference between a guest matching with your venue or declining, so follow these tips to write a great message!
Top tips đź’ˇ
Less rambling, more brevity
In the age of scrolling, clarity and concision are key. Important things to include in the message are price, location and any unique selling points the space may have.
Personalise your message
Personalisation means a lot to our bookers, so use placeholders in your templates. Make the guest feel like you have taken the time and effort to send them a message. E.g. “Hi Jane! We would love to host your 30th birthday party at our venue.”
Have fun
Emojis add vibrancy and a good one-liner can cause a giggle. Be creative, and have fun, and the booker will too.
Talk prices
Mention your minimum budget, minimum spend per head, hourly rate, DDR, etc. If your price is higher than their budget, acknowledge this and ask if they are flexible.
Invite the guest to learn more
Encourage the guest to match with you to learn more about your venue or pay your venue a site visit. This is when you can go into more detail about what you have to offer them.
Grammar and spelling
The devil is in the details, and first impressions count. This opening message will influence whether you get a match. It is important to have correct spelling and grammar, especially the guest’s name.
Contact details
Don’t add your contact details to your main body of text. If a guest contacts you without matching on the Lead Feed, it becomes impossible to keep track of your wins through the Lead Feed. Once a guest matches with you, they will receive your contact details which are at the bottom of the template page.
Make it unique
Use our example templates to inspire you, but don't just copy them! It wouldn't be very impressive if every venue has the same template, so think outside the box and make it your own.
Example templates
Template 1 (Dinner/Party)
Hi {Name},
Lovely to e-meet you. I noticed your {event} enquiry and think that {venue name} is a great fit.
We are {description of the venue}, ideally located near {location and close transport links}.
We'd be delighted for you to book your {event} with us in our {which space you are offering}. What stands out about us is {unique selling point}.
To hire our space it would cost {pricing or minimum pricing you’re offering for this event}. This would include....
If you’d like more details or to see a {drink/food menu} please click the “Match with this venue” button.
I look forward to hearing from you soon!
Many thanks.
Kind regards,
{your name}
Template 2 (Meeting/conference/presentation)
Hi {Name},
I’ve just come across your enquiry for a {event type} space and think that {venue name} would be perfect for hosting your event.
{Venue name} is ideally located in {location}, close to many accessible transport links including {nearest transport links}.
{Venue name} would be a great fit for your {event} as we can offer you {facilities and unique selling points}.
Our {space} is available on the {date} and the room hire cost is {price + VAT / DDR (Day Delegate Rate / any food/beverage inclusion}.
If you’re interested in learning more about the venue, please match with us and I’d be happy to speak to you over the phone or arrange a site visit.
Warmest Regards,
{Name}
{Venue Name}
Template 3 (Blank Canvas/studio)
Hi {Name},
I am {your name} and I am the studio manager for {venue name}. We would love to host your {event type} at {venue name}.
{Venue name} has been running events for {X} years, from studio hire to product launches and private dining, so we know how to cater for any event! {what makes YOU stand out from other venues?}
From looking at your request our space {XX} would be perfect for you! We are based a five-minute walk from {location of venue and transport links}.
Our prices for the space are as follows:
{Use this as an example}
ÂŁ00 p/h - Monday to Friday, 9am-5pm
ÂŁ00 p/h - Monday to Friday 8am-9am / Monday-Friday 5pm-10pm / All hours Weekends
ÂŁ00 full day deal - Monday to Friday 9am-5pm
ÂŁ00 evening deal - Monday to Friday 6pm-10pm
For your {event} we would charge {price}.
{Add in here if you do any discounts for things like charities, locals, repeats and multi-day/space bookings.}
If you match with us we can chat more about your event and answer any questions.
Kind regards,
{Your name}
Questions or feedback? Get in touch