Booking Process

Follow these steps for every booking:

Enquiry → Check availability → Record booking → Add to calendar → Invoice → Confirm with customer

Receive the Booking

Bookings may come from:

• Website form

• Email

• Phone

• In-person

When talking over the phone or in person, confirm:

• Customer name

• Email and phone

• Room required

• Date and time

• Purpose of booking

• Number attending

• Setup or accessibility needs

• Notify them of the terms and conditions and insurance requirements

If the customer has not submitted the booking form, complete it on their behalf using the information they provide.

Completed booking forms are saved here: https://drive.google.com/drive/folders/1MUlFxTtp1ITFqqfaoGc7zLQiZHlZz6Sm?usp=drive_link 

Add to Google Calendar

Create the event on the correct room calendar.

Confirm the Booking

Email the customer confirming:

• Room

• Date

• Start and end time

• Price

• Payment terms

• Any access or setup arrangements

They should also receive the Google Calendar invitation.

 
Note: There is a saved "Booking Confirmation" template in our Gmail account, when composing go to More Options > Templates.

When Deposit is Received

Upon receiving the deposit, update the event name to remove the "TBC -"

Before Finishing

Check that:

☐ Booking form is recorded
☐ Correct calendar is updated
☐ Customer is invited to the calendar event
☐ Setup and cleanup time are covered
☐ Opening and closing arrangements are confirmed
☐ QuickBooks invoice is created
☐ Invoice date matches booking date
☐ Payment is due 30 days later
☐ Confirmation email is sent