Hi All! I often see questions on the various Facebook groups asking about taking deposits, contracts, and the booking process in general so I thought I would run you through my booking process! It’s simple, professional and straightforward and protects me against running into any difficulties in the run-up to, or during a job.
Enquiries – most of my enquiries come through Facebook! And they always have. I do have a website but I still find that social media for me has been the best tool for growing my business. When I get a message through the client is usually asking me about price first. So my response once I’ve given them a quote is ‘please do let me know if you’d like to proceed and I will pop you through a booking form with details of how to pay your booking fee so we can secure the date for you’.
Booking Form and Booking Fee – a dead simple word document that captures all the details of the event – including venue address, parking allocations, number of guests, theme, contact number, any other info, special requirements, whether a table & chairs will be provided, etc.. Most Importantly though, a large box at the top of the page with ‘Booking Fee Details’ where I explain that I take a non-refundable 50% booking fee to secure their date. I also mention in this part that they are welcome to pay in full in advance and that all monies paid will be receipted in their Booking confirmation agreement.
Booking Confirmation Agreement - Once the client has returned the booking form, and paid the deposit I then have one more step. I complete a booking confirmation agreement, which has two parts – it confirms the details of the booking, the name and contact number of the artist attending (if it isn’t me), the amount of money the client has paid, and the amount due on the day of the event too. Then – and this is important – I have all my Terms and Conditions here too. Things like wet weather policy, cancellation policy, etc and then I also have my disclaimer too – so parents are clear that I will not paint under 3’s, anyone with cold sores, rashes, etc When I send through this document I ask the client to read through and by response of email agree to the Terms and conditions.
A couple of days before the event I check in with the client to make sure that all the details are the same and to let them know that we are looking forward to coming along, and then a couple of days after the party I follow up with another email thanking them for booking. It’s all these little touches that help clients feel reassured that they are dealing with a business, rather than hobbyist painter. Once you have these forms and documents designed and saved they are really quick to amend and send out!
So that’s pretty much it! It’s very simple, but professional and straightforward and works for me! If you’ve got any questions or would like to see examples of the forms I use then please don’t hesitate to message me through my social media handles below