When you get a new inquiry from your website, BriteVenue allows you to send an auto response email, delivered immediately to the person who made the inquiry. You have three options.
1. DON'T USE AUTO RESPONSE - Don't use this feature at all. You may not think it is necessary. After all, your clients will be taken to a confirmation "Thank You" web page confirming that the inquiry is sent and that you will be in contact.
2. USE A LONG AUTO RESPONSE EMAIL - This is where you choose to send an auto response with a detailed, long email, with maybe several attachments. Where you use the auto response as a replacement for your initial enquiry email.
You are choosing not to tailor or personalize the email to the client in any way. In the inquiry, a client may;
Ask any number of specific questions?
Refer to other people or previous events they were at in your venue?
Ask about availability on specific dates?
Ask about only midweek package, or December packages?
They ask about a specific package on your website?
Sending back a standard email to every customer does not allow you to tailor the email in any way to address anything that the client said in the inquiry. Most importantly, are you available on the date?
In general, we do not recommend this approach. We recommend that you tailor and personalize the initial email to your client, create a conversation about how amazing your venue is. It is important to remember that people making inquiries are making inquiries to several venues and they want to feel that you are making a personal effort for them, even just editing the first sentence of your initial inquiry email.
Once the initial email is sent, you can use follow up automation tasks or emails in BriteVenue to follow up the initial inquiry.
3. USE A SHORT AUTO RESPONSE EMAIL - This is what we recommend at BriteVenue. That you use the auto response feature, but reply with a short email. Confirm that you have received the inquiry and that you will get back to them soon.
But you can use this as an opportunity to promote your venue, add a sentence such as "In the meantime, we would like to ........." and include a link to a video, or an attachment with a promotional page on the venue (without pricing), or an article about the venue, recent awards etc. Anything that will wow the person making the inquiry.
Our Recommended Process
Short auto reply from web inquiry
When you receive inquiry in BriteVenue - read it and send your initial inquiry email, tailored to that person making the inquiry. Change the stage from New to Contacted (or whatever stage you want to set it to).
If you are using a BriteVenue subscription with automations, set up automation tasks or emails to follow up, maybe after 7 days, 14 days and 21 days etc. The choice is yours.
Stand Out From The Crowd!
It is important to stand out from the crowd, the person making the inquiry will be making an inquiry to several sources. Use the auto responder as a sales touch point to promote your venue, but not to offload your initial inquiry email.
