• Collect as many details as possible (name, phone number, email, event date, guest count, company name if applicable, start/end time) before entering a ‘New Lead’ into TripleSeat (see how-to slides here).

• Identify ‘Lead Source’ for reporting (website form, direct email, listing, etc.)

• After the lead has been entered, a series of tasks will populate for appropriate email follow-up

• Always create a lead even if the date is booked. We need to track everything that comes in no matter what.

• Once enough information is acquired, a lead should be converted into an ‘Event’ in TripleSeat in order to create a Proposal/BEO (see how-to slides here).

• Select the appropriate event ‘Status’, which most commonly is a ‘Prospect’ at this stage.

• Ensure all areas of the house that will be used for this event are selected/reserved to prevent double bookings.

• Select the ‘Type of Event’ from the drop down (either Corporate Meeting, Corporate Social or Social)

• Lead Sources: the two items to select here are ‘Member’ if they are a current CH member or ‘Repeat’ if it is a repeat client

• Once the conversion to an event is complete, access the ‘Documents’ tab to begin editing the BEO/Proposal sections including Food, Beverage and Other Items (rental fees) to develop an itemized cost analysis of the event.

• After all relevant items have been added/edited (including any discounts, deposit amounts, event details, taxes, etc.) you can hyperlink the proposal in your follow-up email to the client.

• Email the client a finalized contract to electronically sign, as well as a credit card authorization form link (see Payments How-To linked here)

  • Covid clause should be included in every contract, unless otherwise noted by OpCo Events Director

  • Credit card authorization link allows the client to add their preferred payment method so you can charge the event deposit and any subsequent payments

  • To officially book an event at Common House, the host is required to sign the contract for the event and pay the 50% deposit.

  • If they do not pay by credit card, they are still required to have a credit card on file.

• Create a ‘task’ in TripleSeat to follow up on moving forward with booking 2-4 days after initially sending the contract over

• Continue to set tasks for yourself to reach out about signing until they cancel or you believe they are no longer interested in booking - then change the status to ‘Lost’

• Once you receive a signed contract + a completed credit card form (which if you are the event owner in TripleSeat, you will get an email notification for both), run the credit card for the deposit

• Send a “Thank You for Booking Common House” email with the receipt (example template found here)

• Change event status to “Definite” in TripleSeat

  • This will automatically add preset tasks to your “Task List” in TripleSeat

• Default tasks determined by the OpCo Event Director can be found in multiple places:

  • Tab on your Dashboard that takes you to all tasks

  • Scroll down on your dashboard you will see that weeks tasks

  • You can find tasks for each event on the event profile page

• All automatic tasks can be edited with the OpCo Event Director’s approval to better align with your workflow

• These can be edited under “Settings // Automatic Tasks”

• Detailed look at the automated ‘Tasks’ can be found here

• Deposits should be charged at the time of contract signing

• All remaining charges are due within 10 business days of the event date

• For any same-day monetary additions (on-consumption bar), those totals are due 5 business days after the event or after three attempts to contact the client for approval.

• A card must be on file for the client so we can run a payment should they stop responding post-event.

• See a how-to collect payments in TripleSeat tutorial linked here.

How-To linked here