What extra info when giving quotes etc?

[rob1963]

This was inspired by Darren's "Research" thread, and subsequent comment about my lack of extra information when replying to his enquiry asking for a quote.

As you probably know, my policy is always to keep it simple, so I pretty much just answer the questions in an enquiry & ask them to contact me if they require any more information...but it looks like this policy may be counter-productive when it comes to the way I deal with enquiries.

So, when someone asks you for a quote and/or availability for a certain date, what OTHER information do you give when emailing your reply?

If anyone wants to paste any templates they use, I'd also be interested to see those.

Thanks in advance for your help!

:)

[Shakermaker Promotions]

EXAMPLE::

Hi ********

Many thanks for your enquiry regarding Disco Entertainment on 1st December 2009 for your wedding at the Hilton Hotel in Guildford, Surrey.

On the information that you have provided, we are able to quote you the following price.
To supply Disco Entertainment from 7.30pm - Midnight will be £***.**.

Shakermaker Promotions are fully covered with Public Liability Insurance (£5Million) and all of our equipment is PAT (Safety) tested annually. We are very request friendly and believe that all of our customers should get exactly what they want on their special day. We welcome playlists and requests from your guests so that everyone gets the music that they want to hear on the night. We do NOT charge extra for early access or set ups at the venue and we do NOT charge extra for travelling.

If you would like to see what some of our previous customers have said about our services, please take a look at the customer comments on our website at www.shakermakeruk.com just click on feedback. All comments have been listed with the customers consent.

If you find this quotation acceptable then please let us know as soon as possible. The next step would be to get some more information from you and to arrange a meeting with yourselves at a convenient time to go through the booking forms, your expectations for the evening and any specific song requests.

We would like to thank you for contacting Shakermaker Promotions and hope to hear from you soon. If you need any extra help or advice then please do not hesitate to contact us and we will try to help you as much as possible.

Regards
Gary

Shakermaker Promotions
www.shakermakeruk.com
[email protected]
01256 350792 / 07717 307299

[rob1963]

Thanks Gary.

That's very helpful & much appreciated.

:thumbsup:

[Shakermaker Promotions]

You're welcome mate. I think that it's just right personally but others may say different. I think I cover everything but not in too much detail so that the person on the other end gets bored reading it (you know....like you lot get bored with reading my drivel!!!).

[Solitaire Events Ltd]

Just looked at your site Gary and you are one scary looking geezer! :lol: Having spoken to you on the phone at length though, I am sure that is not true.:) :beer1:

[JAMdisco]

I use a similar response but I also include that I send out a play-list sheet - I've had numerous responses saying they like the sound of that.

I also state that my equipment is all of a professional standard and finally I ask for them to email me back with contact details so i can send out a booking pack.

Oh, and this may sound cheesy but if it's a wedding I usually start off by congratulating them.

I reckon I convert around 60% of bookings via email.

[Vectis]

My responses vary depending on the amount of detail given or assumptions that I can make based on choice of venue or by looking through detailed webstats for the page views around the time of the email or enquiry.

For instance, if someone lands on my site having searched 'cheap disco isle of wight' then proceeds to the quote generator, starts with the most expensive package and works their way through to the lowest, then decides to email and tells me they're booking a social club function room, then I won't overkill it and try to upsell too much! Better to hook them at this stage and upsell later (if in fact I want the gig).

On the other hand if they come in looking for 'upmarket disco sandown' or come in by name (so obviously a recommendation or they already know what they're going to get), and ask about one of the top local venues, I'll go for it!!

Then of course there's the middle ground where some upselling is appropriate but not too much.

I'll also tone the email differently depending on the above and try to match the language used to the level expressed in the enquiry.

If they've already scoured the website before enquiring I'll just drop in the odd reference to stuff they've not already looked at, such as gallery or feedback. If they've not spent much time on the website, I'll drop in a few URLs for them to click through (if they feel so inclined).

Conversion rate is better than 90%.

:beer1:

[ppentertainments]

Not something I know you will go for Rob, but also if it is a wedding I advertise the fact I can cater for young children. I often do some games and kids dances at the start of the evening when people are arriving. This keeps the kids out the way and gives the adults chance to chat and catch up. I have gained many bookings from this.

[JAMdisco]

Conversion rate is better than 90%.

:beer1:


Just out of interest Vectis, roughly how many DJ's (mobile disco's) are there in the IOW. I'm not being sarky, just wondered :)

(I've heard of it (obviously) but don't really know where it is or how big it is)

[Vectis]

Just out of interest Vectis, roughly how many DJ's (mobile disco's) are there in the IOW. I'm not being sarky, just wondered :)

Current Yellow Pages shows 41. I'm not listed and I know of a few others that aren't listed either.

Population 140,000 so similar to a small town. Located here:

http://maps.google.co.uk/maps?f=q&hl=en&geocode=&q=isle+of+wight&ie=UTF8&ll=50.71733,-1.316986&spn=0.409529,1.149445&z=10&iwloc=addr

[JAMdisco]

Current Yellow Pages shows 41. I'm not listed and I know of a few others that aren't listed either.

Population 140,000 so similar to a small town. Located here:

http://maps.google.co.uk/maps?f=q&hl=en&geocode=&q=isle+of+wight&ie=UTF8&ll=50.71733,-1.316986&spn=0.409529,1.149445&z=10&iwloc=addr

yep, just googled it myself. Do you do many disco's off the isle?

[Vectis]

yep, just googled it myself. Do you do many disco's off the isle?

No.

Very very occasionally for friends and for people who've seen me whilst visiting and will pay over the odds to get me there :o

This year been to Milton Keynes, last year to St Albans and Reading. But that's about it.

[Steve the DJ]

So, when someone asks you for a quote and/or availability for a certain date, what OTHER information do you give when emailing your reply?

I always personalise every reply but to give you an idea of a fairly typical response from me this customer was enquiring about a local Wedding with a DJ from 7.30PM to 2AM:



Dear ****

Thank you for getting in touch and congratulations on deciding to tie the knot!

************* is very close to us and a lovely venue, we would be delighted to provide the entertainment at your reception should you choose us to do so.

As you have not finalised your plans at this stage I will provide you with some general costings based on our current charges. Please note that our prices will increase on 1st January 2009, but if you book in 2008 you will be charged the 2008 price.

For an evening event that starts no earlier than 7 PM and finishes no later than Midnight we charge £395. We then charge £45 per 1/2 hour (or part thereof) after Midnight, so your total charge if you did finish at 2 AM would be £575.

An evening is normally based on the assumption that there is an opportunity to set up our equipment after the Wedding Breakfast but before the evening reception officially starts. For example, the Wedding Breakfast finishes at 6.30 PM and the reception starts at 7.30 PM, so we would use the hour gap (whilst staff tend to clear tables and generally "turn around" the room) to set up in. This is not always possible in a Marquee setting but will really depend on your final plan.

Another option to consider (if space allows) is for us to set up before the Wedding Breakfast. If we do this we are required to stay on site for insurance purposes but will happily provide radio mics for speeches and play background music of your choice throughout the Wedding Breakfast. We charge a flat rate of £100 to set up prior to the Wedding Breakfast and this fee is based on the assumption that we do not need to be on site prior to Midday.

Naturally there is a great deal included in our fee that we think ensures you get great value for money, including:

* An experienced, professional party DJ
* High quality sound & light system tailored to suit your venue or theme
* A pre event consultation with your DJ
* Access to our full range of online planning tools and music database to create your own play list
* Contract of Service
* Public Liability Insurance
* Travel
* Equipment set up and breakdown

If you would like to discuss your plans in more detail please call me on 01483 522 153 or let me know if you finalise your plans so that I can provide a final quotation.

You will also find lots of useful information about us and what we offer on our website http://www.firstdancedjs.co.uk.

As a courtesy I will pencil you in for the 9th in our diary so if you decide to book an alternative company please let me know.

I look forward to hearing from you.

Just in case your wondering, they have booked. :D

[Vectis]

:agree:

Looks about right :)

I like the "flat fee to set up early & stay on-site" - currently I charge extra for early setup then even more extra to stay & play. Might be worth combining as it's an easier sell.

Also like the "as a courtesy" line at the end as this is likely to reduce the "will they/won't they" debate.

I think the content is great and the length is about right - not overkill but not sounding like you couldn't be bothered either. Mine is usually around this length, a little longer if I go on to talk about complementary services, but I feel this is a good professional-looking response.

If they'd provided a snail mail address, would you also put it in writing? I wait a couple of days and if no response I'll mail it out too. Same text, just printed on letterhead with a brochure and card.

[Steve the DJ]

Looks about right :)

I thank you.



I like the "flat fee to set up early & stay on-site" - currently I charge extra for early setup then even more extra to stay & play. Might be worth combining as it's an easier sell.

It is easier for me. I tried before to price everything by the 1/2 hour and it was getting ridiculous so I decided to keep it that way after Midnight but charge a flat fee to set up early.

There are advantages to setting up early for me and quite often I don't actually have to set up until mid afternoon anyway as most meals seem to start around 5 PM.

OtsAV takes care of the background music and I can chill and get ready for the evening ahead.



I think the content is great and the length is about right - not overkill but not sounding like you couldn't be bothered either.

Interestingly enough a guy booked me the other day because he said I was the only person who put some effort into my response and not just send what looked like a bog standard reply.

This is how I sell myself, a personal, client focussed service that people are happy to pay extra for and that has to be demonstrated from the very first contact.



If they'd provided a snail mail address, would you also put it in writing? I wait a couple of days and if no response I'll mail it out too. Same text, just printed on letterhead with a brochure and card.

No I wouldn't, in fact I don't think I have confirmed a quote in writing by post for over a year.

[JAMdisco]

:agree:

Looks about right :)

I like the "flat fee to set up early & stay on-site" - currently I charge extra for early setup then even more extra to stay & play. Might be worth combining as it's an easier sell.

Also like the "as a courtesy" line at the end as this is likely to reduce the "will they/won't they" debate.

I think the content is great and the length is about right - not overkill but not sounding like you couldn't be bothered either. Mine is usually around this length, a little longer if I go on to talk about complementary services, but I feel this is a good professional-looking response.

If they'd provided a snail mail address, would you also put it in writing? I wait a couple of days and if no response I'll mail it out too. Same text, just printed on letterhead with a brochure and card.

I agree, it is good.
I find it very uncommon for people to include a postal address which is why I always ask for it on the email reply. Even if they don't book me, at least they have paperwork and a couple of business cards - you never know, they might keep them :D

[daz226]

i can see clearly where i have not been providing enough information and will take a lot of this information on board to produce a word document as a template for email enquires. Thats why i love this forum i learn from it every day

[Shakermaker Promotions]

FDDJ - That is a really good informative email you send out. I like it a lot BUT I do think that most of the information can be found if they look on your website once you have given the general information and directed them there.

[Solitaire Events Ltd]

FDDJ - That is a really good informative email you send out. I like it a lot BUT I do think that most of the information can be found if they look on your website once you have given the general information and directed them there.

But don't you think it's worth summerising for the client?

[Shakermaker Promotions]

Yes. I think that's a good idea. It's a tough one because FDDJ's email is a really good one and has everything in it. I'm just not sure as to whether it is too long. I agree that all the information is there and it would save the customer going to the website but it's whether or not there is too much there in one shot. Sometimes you can't win because some people may just want a one liner as they want a price and that's it.

[Vectis]

Sometimes you can't win because some people may just want a one liner as they want a price and that's it.

True.

But they're usually really obvious by their brevity (and, I find, generally poor attention to grammar).

I tend to work on the basis of one paragraph in the reply per element of information surrendered in the request.

[Steve the DJ]

I have a Training & Development background and what you are taught from very early on is that most people don't listen or read properly when being provided with information.

So the old adage is "tell them, confirm what you just told them and then tell them again", and I tend to follow that principle in most of my communication.

Yes I may be repeating and confirming information that they may have already or subsequently read again but by doing so, the differences between my service and others are more likely to "stick".

Some people will only ever want a price and they are not my type of customer anyway, but at least they would get an informative answer. :D

[Shakermaker Promotions]

Some people will only ever want a price and they are not my type of customer anyway, but at least they would get an informative answer.

Totally agree and likewise.:D

[Danno13]

My website tracks how long they've been browsing my site before they enquire, so if they've simply clicked on, then gone straight to enquire then I give them more information than if they've looked around for a bit. I do try and summarise the service, though not in as much detail as FDDJ does! I particularly liked this part -


As a courtesy I will pencil you in for the 9th in our diary so if you decide to book an alternative company please let me know.

May help with people who never reply!

[theoloyla]

Must admit my responses tend to be short and businesslike. Maybe I need to look at it too.

[Solitaire Events Ltd]

Must admit my responses tend to be short and businesslike. Maybe I need to look at it too.

I did email you Theo and I think you could do with a little more info in your answers. :)

[soundtracker]

Like what i'm seeing , it's good to talk ;)

This is what I send out



Hi X,

Thanks for your enquiry via our website. I'm pleased to say that we are available to take care of your wedding disco on feb Xth 20XX.

What you'd get on the night would be a programmable lightshow that stays on the dancefloor and not in your guests eyes! where the venue allows and if you want it we can enhance this with a haze effect.

Musically it's very much your choice, we do like you have an input to the playlist. We carry genres from swing through to todays charts and will take requests on the night.

We also like to meet before the big day ideally at the venue where we can discuss the music you want and more importantly the music you don't.It also gves a chance to chat over the who will be there, that way we get it exactly right for you and your partner.

For the timings stated 7-1 the cost would be £XX. While we may not be the cheapest quote you will get we believe we offer excellent value for money.

If you're happy with the quote then please let me know and I'll get the contracts out to you. There is a deposit payable on return of the contract this way the booking is guaranteed for both of us.

In the meantime if you have any questions please have a look at the FAQ page on our website www.spiritshigh.org.uk.

Best regards

Paul

I hope the version you send out has some punctuation, that's a really difficult read as it is!

[Spirits High]

I hope the version you send out has some punctuation, that's a really difficult read as it is!

And there's a typo :eek:

To me that reads ok. Should maybe change a couple of commas for full stops.

Feel free to critique it, it takes a fair bit to upset me :p ;) :D

[soundtracker]

Not trying to upset you matey, just to be helpful! PM sent.

[Spirits High]

Not trying to upset you matey, just to be helpful! PM sent.


Pm received, thanks ;)

Orignal post deleted, working on an updated one!

[CRAZY K]

And there's a typo :eek:

To me that reads ok. Should maybe change a couple of commas for full stops.

Feel free to critique it, it takes a fair bit to upset me :p ;) :D

I would charge a non refundable booking fee Paul---not a deposit.

You might also ( im thinking of doing this right now) include a note to say we are regularly phoned by people let down by cheap Discos so we consider the quote reasonable allowing for the reliability factor of dealing with yourself.

Ive had 2 calls in 2 weeks from punters let down by Mickey Mouse cheap Barn Dance Callers:eek:

regards

Alan
CRAZY K

[Spirits High]

I would charge a non refundable booking fee Paul---not a deposit.

You might also ( im thinking of doing this right now) include a note to say we are regularly phoned by people let down by cheap Discos so we consider the quote reasonable allowing for the reliability factor of dealing with yourself.

Ive had 2 calls in 2 weeks from punters let down by Mickey Mouse cheap Barn Dance Callers:eek:

regards

Alan
CRAZY K



All good advice, thanks

[Penfold42]

I would charge a non refundable booking fee Paul---not a deposit.

1st piece of advise YOU gave me Alan......:)

Thanks.

[CRAZY K]

1st piece of advise YOU gave me Alan......:)

Thanks.

Pleasure:D

Heres another Tony.

DO NOT get involved with Charity Fund Raising Events.:mad: :mad: :mad:

I have just been screwed up by one today--NEVER again.

Its just not worth the trouble.

regards

CRAZY K

[rob1963]

Thanks for all the replies so far, folks.

I'm getting a much better idea of what to include in my replies to queries, and hope to draft a template over the weekend.

If anyone hasn't yet posted, please add your opinions.

:)

[Solitaire Events Ltd]

Book us. We're great and we've got loads a lights and big speakers innit.

[rob1963]

Book us. We're great and we've got loads a lights and big speakers innit.

Thanks Darren,

That's great advice.

I look forward to using it from now on & watching my bookings go through the roof!

:rofl:

[Excalibur]

Pleasure:D

Heres another Tony.

DO NOT get involved with Charity Fund Raising Events.:mad: :mad: :mad:

I have just been screwed up by one today--NEVER again.

Its just not worth the trouble.

regards

CRAZY K
Alan, as a general rule, I'd disagree, BUT when a customer who has had two great gigs from you, at half price, saws you off then I begin to hold a more convergent view. ;)


Book us. We're great and we've got loads a lights and big speakers innit.

Darren, I'm surprised at you! :eek: You never take big speakers to a gig, and you admonish me for doing so! ;)

( Anybody who wants to know Darren's reply, I'd lay odds it contains the phrase" Ah yes, but if you've got RCF cabs, you only need two" :p )

[PropellerHeadCase]

Thanks Darren,

That's great advice.

I look forward to using it from now on & watching my bookings go through the roof...

...of the downstairs flat ;)

[nigelwright7557]

As you probably know, my policy is always to keep it simple,
:)

This will probably go down like a lead balloon but I like to keep booking as simple as possible.

After taking down the details I always ask for a £20-£25 deposit depending on distance and thats about it.

My personal experience of lots of paperwork is it puts off my clients.

[Excalibur]

This will probably go down like a lead balloon but I like to keep booking as simple as possible.

After taking down the details I always ask for a £20-£25 deposit depending on distance and thats about it.

My personal experience of lots of paperwork is it puts off my clients.

Sometimes folk just make the witty riposte too easy. Takes all the fun out of it. :(

[rob1963]

Update time.

I've now come up with a rough draft of my new reply for email enquiries.

It's loosely based on Shakermaker's format (thanks again, Gary!), although it's about 20% shorter.

It's only the first draft, but all opinions & suggestions are welcome.

:)



Hi XXXX

Thanks for your enquiry regarding a mobile disco, and I’m pleased to confirm that I am currently available on XX/XX/XX.

A standard disco for up to 70 people would cost £275, or a deluxe disco for 70-150+ people would be £350. These prices are fully inclusive and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that all bookings require a £50 deposit.

Rob James Entertainment is a full-time professional business with over 20 years experience, and all bookings are confirmed in writing. We hold £5 million Public Liability Insurance and our equipment is PAT (portable appliance) tested annually for safety.

All clients receive a music request form with space for up to 50 songs, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, we hold a wide variety of music, and will endeavor to source any songs you require which we do not already hold. We also invite requests on the night itself.

If you require any further information or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

I thank you for your interest in our services, and hope to hear from you again soon.


Kind regards,

Rob James.

[Impactdisco]

Seems fine to me Rob

[Vectis]

What's the difference between Standard and Deluxe (other than audience size)? Is it bigger PA? More lights?

I know it's on your website but think you need at least a sentence or two in the mail also, with an explanation as to why.

Also, whilst with my professional hat on I know that your 7000 tracks are probably all top-notch and carefully chosen "bankers" (excuse the pun ;) ), it doesn't sound a lot to Joe Public when £100 mp3 players advertise 'up to 20,000 song capacity' for example.

I'd lose that bit completely and in the following sentence change one of the instances of the word "hold".

I personally tend not to talk about PLI and PAT as this is starting to sound slightly technical. If replying to a business then fair enough, but if it's going out to Joe P then I'd be inclined to say something along the lines of "We are fully-insured and comply with all legal requirements and health & safety guidelines. We will be happy to present certificates should your venue require them."

Finally I'd probably add a one-liner describing what can be seen on your website with a URL.

[PropellerHeadCase]

PS. EndeavoUr ;)

[wensleydale]

Update time.

I've now come up with a rough draft of my new reply for email enquiries.

It's loosely based on Shakermaker's format (thanks again, Gary!), although it's about 20% shorter.

It's only the first draft, but all opinions & suggestions are welcome.

:)



Hi XXXX

Thanks for your enquiry regarding a mobile disco, and I’m pleased to confirm that I am currently available on XX/XX/XX.

A standard disco for up to 70 people would cost £275, or a deluxe disco for 70-150+ people would be £350. These prices are fully inclusive and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that all bookings require a £50 deposit.

Rob James Entertainment is a full-time professional business with over 20 years experience, and all bookings are confirmed in writing. We hold £5 million Public Liability Insurance and our equipment is PAT (portable appliance) tested annually for safety.

All clients receive a music request form with space for up to 50 songs, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, we hold a wide variety of music, and will endeavor to source any songs you require which we do not already hold. We also invite requests on the night itself.

If you require any further information or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

I thank you for your interest in our services, and hope to hear from you again soon.


Kind regards,

Rob James.

Hi Rob
If I were to critical and approach it from a sales angle here's a couple of points-
Presumeably you want to convert everyone to the Deluxe disco- if this is the case really give people reasons to go for it- eg make then standard disco a very brief part of the text and then say "the majority of our clients book our deluxe package which is suitable for larger venues and contains a higher quality light show, and also xxxx, xxxx, xxxx" etc etc

Alternatively get rid of the package approach and only offfer the deluxe package at the top price point and then if people seem put off by the price offer a more compact show for less cash- I did this during this week and the guy seemed genuinely impressed that I was trying to accomodate him.

In the request section you could drop the 50 songs bit and suggest that clients can request as much or as little music as they want, and that you wil source any tracks you dont have. In the day of the internet it's pretty tricky to get music you cant find.

Finally maybe point out why you invite requests on the night- "to ensure the dance floor is full" or something similar.

I'm being really picky but essentially I'm saying try to take any "mights" or "we will trys" out and replace with "we will" and "we can".
Also explain everything as much as possible.

Hope it helps

[Corabar Steve]

Also, whilst with my professional hat on I know that your 7000 tracks are probably all top-notch and carefully chosen "bankers" (excuse the pun ;) ), it doesn't sound a lot to Joe Public when £100 mp3 players advertise 'up to 20,000 song capacity' for example.

Yeah, what is the capacity of an iPod?

[CRAZY K]

Update time.

I've now come up with a rough draft of my new reply for email enquiries.

It's loosely based on Shakermaker's format (thanks again, Gary!), although it's about 20% shorter.

It's only the first draft, but all opinions & suggestions are welcome.

:)



Hi XXXX

Thanks for your enquiry regarding a mobile disco, and I’m pleased to confirm that I am currently available on XX/XX/XX.

A standard disco for up to 70 people would cost £275, or a deluxe disco for 70-150+ people would be £350. These prices are fully inclusive and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that all bookings require a £50 deposit.

Rob James Entertainment is a full-time professional business with over 20 years experience, and all bookings are confirmed in writing. We hold £5 million Public Liability Insurance and our equipment is PAT (portable appliance) tested annually for safety.

All clients receive a music request form with space for up to 50 songs, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, we hold a wide variety of music, and will endeavor to source any songs you require which we do not already hold. We also invite requests on the night itself.

If you require any further information or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

I thank you for your interest in our services, and hope to hear from you again soon.


Kind regards,

Rob James.

Yes its coming on Rob, im not completely sure whether to follow this approach myself--

Your not actually saying who is covering this gig---the business may have 20 years experience--what about the DJ???

Im sure you only have 4.999 songs :D :D :D

No deposits--NRBF--you know what that is:D

My current approach is to send a bullet point quote so its something you MAY consider and its easier to pick out the major points--my only suggestions would be include mention of Pro Dub (at £200 odd its got to have a payback somewhere for goodness sake!) dont restrict requests to 50because you can always ask for MUST PLAYS out of 100! and you do have 4.999 copied tracks on your I pod/ hard drive:cool:

I agree with others--define the difference between the price ranges or say most people go for deluxe BECAUSE xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Part of my quote looks like this and is based on the sort of documentation you get in the Insurance world known as a Key Features.

Its slightly less personal but hammers home the most important points for those with a limited attention span--isnt that a lot of people:D

Its for Weddings and Family type parties (not general Discos)

I do also mention that during breaks for food etc background music will be played at a very low level so the relatives can actually speak to each other--thats my number one complaint about a lot of Bands and Discos--they wont .....g well turn it down when you want to talk:mad:

Also point out if you charge VAT or not---

HTH

CRAZY K
=====================================

Dear thanks for your enquiry.

Below is a quote to supply our in house Caller Alan Swaysland--- presenting the Caller Direct Party Barn Dance AND /Disco Show for your special day, if we can help further please let us know--if you need recommendations please tell us, our Caller has performed locally at XXXXXXXXXXXXXXXXXXX


If we can help further please contact us,


kind regards



===========================================



QUOTE FOR SUE --BIRTHDAY PARTY 7TH JUNE 2008



VENUE---NEAR WINCHESTER



TIMES 7 TO 12PM



ENTERTAINMENT ---CALLER DIRECT BIRTHDAY PARTY BARN DANCE PLUS DISCO WITH LIGHTS



The cost of our services for the event including travelling would be £xxxxx
( no VAT is payable )



WHAT YOU GET



A TRULY PROFESSIONAL APPROACH



1. Barn Dances with FULL INSTRUCTIONS -- breaks between Dances--PLUS

Simple Line Dances ( if required)


2. YOUR CHOICE DISCO of Disco/Party Music from the Playlist

Includes a collection of Music from the 60s to the 90s plus excellent
Party Music.


PLUS we play YOUR own favourite requests supplied before the event.


You, your Family and Guests can decide before the Reception/Party what the Music is going to be - YOU CHOOSE- no excuses for people not Dancing!


TIMES: 7.00 PM TO 12PM

3.The event is run by Alan Swaysland the UKs No1 Barn Dance Caller for Fun using recorded music

BIRTHDAY PARTY CLIP---see here---turn up your speakers!!!!!!!!!!!!!!!!

http://uk.youtube.com/watch?v=T0kTdqfN9Eo

SQUARE DANCING@ BIRTHDAY PARTY ---see here---

http://uk.youtube.com/watch?v=B7bK85kYQzM

4. All Disco and Party music mainly chosen BY YOU AND YOUR FAMILY
and played to YOUR instructions including sound levels

OTHER FEATURES THAT WE INCLUDE

Public Liability Cover £5 million in case of accidents


Pro dub licence now required for copied music used by fee earning Entertainers using Mini Disc and also most situations where Digital Music has been copied ( excluding Entertainers using original CDs )


Powerful Disco Sound System for clear announcements and
music quality



Complete Lighting control for your function---Disco Lighting Effects used during Disco/ Party sessions



Coloured Floodlights used during Barn Dances



PAT Safety Tested Sound equipment to help prevent accidents and help comply with Health and Safety Requirements which will apply to your function



Written Contract confirming your booking



End of quote

[rob1963]

What's the difference between Standard and Deluxe (other than audience size)? Is it bigger PA? More lights?

I know it's on your website but think you need at least a sentence or two in the mail also, with an explanation as to why.

Also, whilst with my professional hat on I know that your 7000 tracks are probably all top-notch and carefully chosen "bankers" (excuse the pun ;) ), it doesn't sound a lot to Joe Public when £100 mp3 players advertise 'up to 20,000 song capacity' for example.

I'd lose that bit completely and in the following sentence change one of the instances of the word "hold".

I personally tend not to talk about PLI and PAT as this is starting to sound slightly technical. If replying to a business then fair enough, but if it's going out to Joe P then I'd be inclined to say something along the lines of "We are fully-insured and comply with all legal requirements and health & safety guidelines. We will be happy to present certificates should your venue require them."

Finally I'd probably add a one-liner describing what can be seen on your website with a URL.

Thanks very much Vectis.

I agree with most of what you say (apart from losing the 7,000 songs bit) and will incorporate your suggestions into the second draft, which I will be working on shortly.


PS. EndeavoUr ;)

Thanks to the forum's resident wordsmith for correcting my error on that one.

:thumbsup:


Hi Rob
If I were to critical and approach it from a sales angle here's a couple of points-
Presumeably you want to convert everyone to the Deluxe disco- if this is the case really give people reasons to go for it- eg make then standard disco a very brief part of the text and then say "the majority of our clients book our deluxe package which is suitable for larger venues and contains a higher quality light show, and also xxxx, xxxx, xxxx" etc etc

Alternatively get rid of the package approach and only offfer the deluxe package at the top price point and then if people seem put off by the price offer a more compact show for less cash- I did this during this week and the guy seemed genuinely impressed that I was trying to accomodate him.

In the request section you could drop the 50 songs bit and suggest that clients can request as much or as little music as they want, and that you wil source any tracks you dont have. In the day of the internet it's pretty tricky to get music you cant find.

Finally maybe point out why you invite requests on the night- "to ensure the dance floor is full" or something similar.

I'm being really picky but essentially I'm saying try to take any "mights" or "we will trys" out and replace with "we will" and "we can".
Also explain everything as much as possible.

Hope it helps

Hi Rich,

Thanks very much for your advice.

Like Vectis, you've given some very good advice which I will incorporate into the second draft of my email reply template.


Yes its coming on Rob, im not completely sure whether to follow this approach myself--

Your not actually saying who is covering this gig---the business may have 20 years experience--what about the DJ???

Im sure you only have 4.999 songs :D :D :D

No deposits--NRBF--you know what that is:D

My current approach is to send a bullet point quote so its something you MAY consider and its easier to pick out the major points--my only suggestions would be include mention of Pro Dub (at £200 odd its got to have a payback somewhere for goodness sake!) dont restrict requests to 50because you can always ask for MUST PLAYS out of 100! and you do have 4.999 copied tracks on your I pod/ hard drive:cool:

I agree with others--define the difference between the price ranges or say most people go for deluxe BECAUSE xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Part of my quote looks like this and is based on the sort of documentation you get in the Insurance world known as a Key Features.

Its slightly less personal but hammers home the most important points for those with a limited attention span--isnt that a lot of people:D

Its for Weddings and Family type parties (not general Discos)

I do also mention that during breaks for food etc background music will be played at a very low level so the relatives can actually speak to each other--thats my number one complaint about a lot of Bands and Discos--they wont .....g well turn it down when you want to talk:mad:

Also point out if you charge VAT or not---

HTH

CRAZY K
=====================================



Thanks Crazy

:)

[rob1963]

Having taken on board the previous suggestions, especially those from Vectis & Wensleydale (thanks guys!), here is the second version of my new enquiry reply template.

Opinions & suggestions are still welcomed, but I think it's pretty much there.

:)

Hi XXXX

Thanks for your enquiry regarding a mobile disco, and I am pleased to confirm that I currently have availability on XX/XX/XX.

A standard disco for up to 70 people is available for £275. However, most clients book our deluxe disco at £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. Our prices are fully inclusive and assume an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on any of our prices, and a £50 deposit is required for all bookings.

Rob James Entertainment is a full-time professional business with over 20 years experience, having supplied well over a thousand discos in that time. We have full insurance, all equipment is regularly tested for safety, and we are happy to provide copies of the relevant certificates if required.

All clients receive a music request form with their booking confirmation, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, you will benefit from our wide variety of music. We also invite requests on the night itself, as this helps to ensure the dance floor always remains busy.

More details of our services are available on the website, but if you require any further information or would like to arrange for me to visit you to discuss your requirements, then please do not hesitate to contact me.

Thank you for showing an interest in our services, and I hope to hear from you again soon.

Kind regards,

Rob James.
http://www.robjamesentertainment.co.uk

[Vectis]

Much better methinks; just two minor quibbles.

If you're sticking to your guns on the 7k songs thing, why not say something like "carefully selected" as to be honest it doesn't sound very impressive as it stands.

Leaving the deposit/booking fee debate alone, why not change "a £50 deposit is required for all bookings" to "a £50 deposit will secure our services on the day of your event". To me it just sounds a little "softer" and less formal. Or maybe that's just me :p

[Danno13]

Here's a quick example of one i've just sent, this came from a website that just gives you leads, so they haven't seen my website or given enough information to provide a quote -



Hi XXX,

Many thanks for your enquiry via XXXX. I’m pleased to confirm we have avlailability to provide a DJ at your Wedding Reception on XXXXX.

We’re a full time company specialising in Wedding entertainment and all our DJs carry a wide range of music from 1950s – current chart hits, encompassing all popular styles of music. They’ll also have the skills and expertise to judge the right tracks to play to get people dancing and keep the dance floor busy throughout the night.

We welcome your input with regard to the styles of music you and guests would like to hear, and those you’d like us to avoid. Part of our booking pack includes a section to choose your favourite artists and styles, as well as any particular tracks you’d like to hear. We can discuss the music in more detail at any point up to the day itself, via email or telephone.

As a professional business we also hold Public Liability insurance and all equipment is tested annually for electrical safety (Portable appliance testing, or PAT for short), we can provide certificates of these to your venue in advance, as it is likely they would need to see them before allowing a DJ onto their premesis.

Our fees depend on the times you need a DJ from and till - we can supply just the entertainment in the evening, or our all-day package which includes background music during your wedding breakfast and the use of microphones for your speeches. We also offer a range of additional services, such as LED mood lighting and photo/video projection. Please see our website for more information on any of these services.

Our website also contains further information on myself and my company, including an extensive photo gallery showing the style of setup we’d use, as well as testimonials from many couples we’ve worked for in the past.

If you are interested in booking your entertainment with us, I’d be grateful if you could get back to me with the services you require and the specific timings, which will allow me to provide a quotation. I’d also be happy to answer any additional questions you may have regarding your Wedding reception and am avaliable on either of the phone numbers below, as well as by email.

I look forward to hearing from you soon.

Kind Regards,

Daniel Essex

http://www.revolution-discos.co.uk

01386 898 113
07791 261 263


I must say I've never mentioned PLI and PAT in an email before until reading this topic, i've kind of taken the view that this is expected at a certain level and it would only make me competitive over the cowboys, which aren't often operating in the same market as me. But we shall see...

[rob1963]

Much better methinks

Thanks vectis! :thumbsup:


If you're sticking to your guns on the 7k songs thing, why not say something like "carefully selected" as to be honest it doesn't sound very impressive as it stands.

I'm still thinking about this, but will probably add the words "carefully selected" as you suggest.

However, I think the 7,000 songs thing may be more impressive to clients than you think. We are looking at it from a DJs point of view, and we both know there are many DJs who carry 20,000 songs or more. However, when I've chatted to wedding planners or people at my quiz nights, quite a few of them have reacted along the lines of "Wow...that's a lot!" when told I have 7,000 songs.


Leaving the deposit/booking fee debate alone, why not change "a £50 deposit is required for all bookings" to "a £50 deposit will secure our services on the day of your event". To me it just sounds a little "softer" and less formal. Or maybe that's just me :p

I completely agree, and will change this.

It's surprising how similar we think, vectis...but I can't decide whether that's a good or bad thing!

[Solitaire Events Ltd]

Thanks for your enquiry regarding a mobile disco, and I am pleased to confirm that I currently have availability on XX/XX/XX.

A standard disco for up to 70 people is available for £275. However, most clients book our deluxe disco at £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. Our prices are fully inclusive and assume an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on any of our prices, and a £50 deposit is required for all bookings.



Two things. Surely it would have to be 71-150 people and not 70-150? Secondly, what does fully inclusive mean? I would take that to be inclusive of vat and I know you aren't registered.

[PropellerHeadCase]

It's surprising how similar we think, vectis...but I can't decide whether that's a good or bad thing!

A good thing, methinks ;)



Two things. Surely it would have to be 71-150 people and not 70-150? Secondly, what does fully inclusive mean? I would take that to be inclusive of vat and I know you aren't registered.

To be fair, Darren, if someone has 70 guests and chooses the more expensive option that'd be their call. If it it were a contractual definition I'd agree, but as it's a pre-booking description '70-150' both looks and souns better than '71-150'.

Also, regarding the inclusive/VAT comment...


A standard disco for up to 70 people is available for £275. However, most clients book our deluxe disco at £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. Our prices are fully inclusive and assume an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on any of our prices, and a £50 deposit is required for all bookings.

I'd imagine that inclusive means no additional charges for the service described.

[rob1963]

Two things. Surely it would have to be 71-150 people and not 70-150? Secondly, what does fully inclusive mean? I would take that to be inclusive of vat and I know you aren't registered.

Darren,

Firstly, as Al said, I think 70-150 sounds better than 71-150. Common sense would suggest there's no difference in which disco is required for 70 people or 71, and at the end of the day it's their call anyway, as the numbers quoted are just for guidance. I'll consider adding the word "about" before the numbers.

Secondly, fully inclusive means that unlike some discos there are no extra charges for things like pre-gig visits, a copy of the music list, distance, upstairs gigs, finishing after midnight etc.

Thirdly, I'd appreciate your comments on my new enquiry reply compared to the one you received from me.

Thanks!

:)


To be fair, Darren, if someone has 70 guests and chooses the more expensive option that'd be their call. If it it were a contractual definition I'd agree, but as it's a pre-booking description '70-150' both looks and sounds better than '71-150'.

Spot on, Al.


regarding the inclusive/VAT comment...
I'd imagine that inclusive means no additional charges for the service described.

Correct again!

[Solitaire Events Ltd]

Firstly, as Al said, I think 70-150 sounds better than 71-150. Common sense would suggest there's no difference in which disco is required for 70 people or 71, and at the end of the day it's their call anyway, as the numbers quoted are just for guidance. I'll consider adding the word "about" before the numbers.


In which case I would have thought it was pointless using numbers if they are there for guidance. Why not just say that we can cater for up to 150 people. The only difference I can see between the small and larger package is more lighting, whereas I would have thought you'd need more sound for 70-150 people?

[Solitaire Events Ltd]

I'd imagine that inclusive means no additional charges for the service described.

And what extra charges would there be? Rob has already said there is an extra charge for setting up during the day.

[rob1963]

In which case I would have thought it was pointless using numbers if they are there for guidance. Why not just say that we can cater for up to 150 people. The only difference I can see between the small and larger package is more lighting, whereas I would have thought you'd need more sound for 70-150 people?

Darren,

The numbers ARE for guidance, but I wouldn't consider guidance as pointless, so I'm going to keep the numbers.

You're right that the only difference between the two packages is more lighting, but I've found that I don't need more sound for 70-150 people. My system is 600 watts, and I've even used the same system for 300 people on a few occasions (with no subs), and found it to be completely adequate.

So, what do you think of my new proposed reply to queries compared to the one you actually received?

[Solitaire Events Ltd]

But how you sell a package for more people with more lighting? Surely lighting could be adequate for 70 or 150 people? That doesn't make sense to me.

[rob1963]

But how you sell a package for more people with more lighting? Surely lighting could be adequate for 70 or 150 people? That doesn't make sense to me.

Don't worry, Darren.

My current package system works for me, as most people have more than 70 guests at their function & therefore decide to book the large disco...which is exactly what I want.

Ignoring the numbers & packages thing, what is your general opinion of my new intended email reply compared to the one you actually received from me?

[Corabar Steve]

You're right that the only difference between the two packages is more lighting, but I've found that I don't need more sound for 70-150 people. My system is 600 watts, and I've even used the same system for 300 people on a few occasions (with no subs), and found it to be completely adequate.

If you added a ghetto blaster into the equation, you could take that up to 400
:sj: <grinning smilie (for Rob's benefit)

[rob1963]

If you added a ghetto blaster into the equation, you could take that up to 400
:sj: <grinning smilie (for Rob's benefit)

:rofl:

Ok folks, here is the third (& probably final) version of my new email reply.

Opinions are still welcome, especially from Darren, who hasn't yet commented on how it compares to the reply he actually received from me.

:) :) :)

Hi

Thanks for your enquiry, and I’m pleased to confirm that I have availability on

A standard disco for up to about 70 people is available for £275. However, most clients book our deluxe disco for £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. These prices are for discos of up to 5 hours duration in the Surrey area, and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on our prices, and a £50 deposit will secure our services on the day of your event.

Rob James Entertainment is a full-time professional business with over 20 years experience, having supplied well over a thousand discos in that time. We have full insurance, all equipment is regularly tested for safety, and we are happy to provide copies of the relevant certificates if required.

All clients receive a music request form with their booking confirmation, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, you will benefit from our wide variety of music from the 1950s right up to the chart hits of today. We also invite requests on the night itself, as this helps to ensure the dance floor always remains busy.

There are more details of our services on the website, but if you require any additional information, or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

Thank you for your interest in our services, and I hope to hear from you again soon.

Kind regards,

Rob James.
http://www.robjamesentertainment.co.uk
020 8241 3720 / 07759 980 845.

[Shakermaker Promotions]

Sorry but this is where I have to disagree strongly.
One of the main things that gets to me is when I see companies saying that they do various package deals etc....

I've noticed loads of companies saying that they can do (for example), Bronze, Silver, Gold and Platinum deals etc etc... In my opinion, the amount of people you are playing to (within reason) should not matter at all. You are there to entertain and so (againm in my opinion), you should put out the best show/set up that you possibly can on every occasion. Ok, I understand that if you are playing to say 300/400 people then there will be a bit more time and effort spent in setting up etc as you will need more lights and sound to cater for that amount but come on... Bronze, Silver and Gold packages? All they are generally is an extra few lights here and there judging by what I have read elsewhere on other companies websites.

I don't expect people to agree with me but I think that whether you are playing to 60 people or 200 people, the same set up should be used and that's the best that you can offer. I do understand that some of it is down to giving the customer a choice etc and that's fair enough but it's also psycological and a selling tool because the customer thinks that by going for (example) a gold package over bronze and silver...they are getting a higher quality show when in reality they are paying extra for a few more lights maybe? I can also see that by offering packages, it also gives the customers on tight budgets more options too and that is also fair enough.

I don't like the different packages thing and I don't and will never offer them. I will always offer the best that I can give no matter what and on the very rare occasion that I may get a 'Big' gig or a corporate gig, then I will price accordingly for it if I do need to take extra stuff and it takes a lot longer to set up etc. That's my view anyway.

[wensleydale]

Sorry but this is where I have to disagree strongly.
One of the main things that gets to me is when I see companies saying that they do various package deals etc....

I've noticed loads of companies saying that they can do (for example), Bronze, Silver, Gold and Platinum deals etc etc... In my opinion, the amount of people you are playing to (within reason) should not matter at all. You are there to entertain and so (againm in my opinion), you should put out the best show/set up that you possibly can on every occasion. Ok, I understand that if you are playing to say 300/400 people then there will be a bit more time and effort spent in setting up etc as you will need more lights and sound to cater for that amount but come on... Bronze, Silver and Gold packages? All they are generally is an extra few lights here and there judging by what I have read elsewhere on other companies websites.

I don't expect people to agree with me but I think that whether you are playing to 60 people or 200 people, the same set up should be used and that's the best that you can offer. I do understand that some of it is down to giving the customer a choice etc and that's fair enough but it's also psycological and a selling tool because the customer thinks that by going for (example) a gold package over bronze and silver...they are getting a higher quality show when in reality they are paying extra for a few more lights maybe? I can also see that by offering packages, it also gives the customers on tight budgets more options too and that is also fair enough.

I don't like the different packages thing and I don't and will never offer them. I will always offer the best that I can give no matter what and on the very rare occasion that I may get a 'Big' gig or a corporate gig, then I will price accordingly for it if I do need to take extra stuff and it takes a lot longer to set up etc. That's my view anyway.

i agree entirely- i quote based on the venue and individual requirements, but dont offer gold silver or bronze.

[Corabar Steve]

Hear Hear! :HappySteve:

[Vectis]

Rob - looking good my man. If I received that email, I'd probably visit your website ;)

Now, as for packages, I'm guilty of this but only after a large amount of trial and error and taking customer feedback.

My "Standard" offering is basically my middle package. This does flex according to the venue, but in essence is a pair of decent tops (Mackie, Peavey) plus an active sub for the audio, the 1.7m goalpost with half a dozen or so effects chosen to suit the known audience/music styles/party type, video playout, online requests and a few other good things.

After market research I also offer "Platinum" which is basically the same gear but with the option of extra sound reinforcement for the larger venue (ie additional pair of speakers, additional sub), early setup, video recording, customer meetings and a few other niceties such as theming etc.

Then, after further market research, I now also offer "Junior" which is a cut-down offering for the smaller or more cost-conscious party, or where we're just infilling for a band etc.. This is usually a 4' giraffe goalpost, 4 or 5 lights, pair of tops (no sub unless the venue absolutely demands it), no video system, nothing special. It also takes just 20-30 minutes to put up, another reason why some folks book it.

What doesn't change is the music or the DJ's experience :o

If I look at all my private gigs for this year so far, 64% have gone for Platinum, 23% for Premier (Standard) and 23% for Junior. Some people choose Platinum because I don't offer early setup with the other packages ;)

If I'd only offered "standard" I would've missed out on around £2,000 of additional revenue.

[wensleydale]

Rob - looking good my man. If I received that email, I'd probably visit your website ;)

Now, as for packages, I'm guilty of this but only after a large amount of trial and error and taking customer feedback.

My "Standard" offering is basically my middle package. This does flex according to the venue, but in essence is a pair of decent tops (Mackie, Peavey) plus an active sub for the audio, the 1.7m goalpost with half a dozen or so effects chosen to suit the known audience/music styles/party type, video playout, online requests and a few other good things.

After market research I also offer "Platinum" which is basically the same gear but with the option of extra sound reinforcement for the larger venue (ie additional pair of speakers, additional sub), early setup, video recording, customer meetings and a few other niceties such as theming etc.

Then, after further market research, I now also offer "Junior" which is a cut-down offering for the smaller or more cost-conscious party, or where we're just infilling for a band etc.. This is usually a 4' giraffe goalpost, 4 or 5 lights, pair of tops (no sub unless the venue absolutely demands it), no video system, nothing special. It also takes just 20-30 minutes to put up, another reason why some folks book it.

What doesn't change is the music or the DJ's experience :o

If I look at all my private gigs for this year so far, 64% have gone for Platinum, 23% for Premier (Standard) and 23% for Junior. Some people choose Platinum because I don't offer early setup with the other packages ;)

If I'd only offered "standard" I would've missed out on around £2,000 of additional revenue.

not if you charged platinum prices for all of them.
not as tricky as you might think.....

[Vectis]

not if you charged platinum prices for all of them.
not as tricky as you might think.....

I understand where this comment is coming from but I am offering services into two very distinct and different markets which demand different offerings. Not going to elaborate here as it's akin to a trade secret but trust me, I need the variety of package offerings :o

[rob1963]

Sorry but this is where I have to disagree strongly.
One of the main things that gets to me is when I see companies saying that they do various package deals etc....

I've noticed loads of companies saying that they can do (for example), Bronze, Silver, Gold and Platinum deals etc etc... In my opinion, the amount of people you are playing to (within reason) should not matter at all. You are there to entertain and so (againm in my opinion), you should put out the best show/set up that you possibly can on every occasion. Ok, I understand that if you are playing to say 300/400 people then there will be a bit more time and effort spent in setting up etc as you will need more lights and sound to cater for that amount but come on... Bronze, Silver and Gold packages? All they are generally is an extra few lights here and there judging by what I have read elsewhere on other companies websites.

I don't expect people to agree with me but I think that whether you are playing to 60 people or 200 people, the same set up should be used and that's the best that you can offer. I do understand that some of it is down to giving the customer a choice etc and that's fair enough but it's also psycological and a selling tool because the customer thinks that by going for (example) a gold package over bronze and silver...they are getting a higher quality show when in reality they are paying extra for a few more lights maybe? I can also see that by offering packages, it also gives the customers on tight budgets more options too and that is also fair enough.

I don't like the different packages thing and I don't and will never offer them. I will always offer the best that I can give no matter what and on the very rare occasion that I may get a 'Big' gig or a corporate gig, then I will price accordingly for it if I do need to take extra stuff and it takes a lot longer to set up etc. That's my view anyway.


i agree entirely- i quote based on the venue and individual requirements, but dont offer gold silver or bronze.


Hear Hear! :HappySteve:

Thanks for your opinions guys, but I don't want to get into whether we should offer packages or quote on an individual basis here.

That is another thread for another day, and has already been done a number of times before.

This thread is not about packages, but on what information to include when replying to an enquiry, so Gary, Rich & Steve...I'd really appreciate your opinions on the email reply I propose to use in future.

Thanks :)


Rob - looking good my man. If I received that email, I'd probably visit your website ;)

Thanks Vectis...but that's exactly what I'd expect, considering I took on board most of your advice!

:D :D :D

[wensleydale]

Thanks for your opinions guys, but I don't want to get into whether we should offer packages or quote on an individual basis here.

That is another thread for another day, and has already been done a number of times before.

This thread is not about packages, but on what information to include when replying to an enquiry, so Gary, Rich & Steve...I'd really appreciate your opinions on the email reply I propose to use in future.

Thanks :)



Thanks Vectis...but that's exactly what I'd expect, considering I took on board most of your advice!

:D :D :D


Ok- I still think 7000 tracks doesnt sound like a lot- everyone has an ipod these days and can total up in seconds how many songs they have- an ipod can hold tens of thousands so 7000 may not sound too many.
perhaps just say "extensive music collection" and the bit about sourcing all requests before the event.

i still dont agree with the whole idea of pricing by number of guests- what about saying smaller/larger venues?

[Shakermaker Promotions]

That's what I mean.
Another example ok:
Say for instance that such and such a company is offering the following:
Bronze Package - £150.00
Silver Package - £250.00
Gold Package - £350.00
Platinum Package - £450.00

Now, the Bronze is cheap and cheerful (more than likely?) but it would take around the same time to set up as the Silver and Gold because all that is extra (again, more than likely?) is that there are a few extra lights?? If I was a customer and was browsing various websites looking for quotes etc...If I saw something like the above, I would really want to know what I am paying for and why there is a difference in the various prices. What am I getting for paying the extra? If I go for a Platinum package then how much more am I getting then if I went for a Bronze or Silver?

If I then went to another website and they didn't do the package deals, I would enquire as to why not and if I was told what I posted in a previous reply (That we always put out the best setup that we can and for a price that is around the gold package option) then personally, I would more than likely go for that instead.

The only time I will add on extras is if for example it is a longer day and I have to be there on site or they want background music all day (which is along the same lines as me being there) or radio mics etc. I will also shortly be adding the projector and screen option in but may do it in one of two ways. I may add it as an optional extra and price accordingly or I may just up my price and take it anyway and say that it is standard and all in with the price. They can choose whether they want it or not but the price won't change. I need to think about that properly. I always say that I do NOT charge for travel (within reason) or early access/setups or pre-function meetings...which I don't BUT it is all covered in the price that I give. At the end of the day, I don't want to put people off with too much information etc and all that. I want them to make the first move and call me...after that (which is the hardest bit), I can sell myself to them and the various options and also tell them about the little extras and terms and conditions with reference to playing overtime etc.

[Corabar Steve]

Ok- I still think 7000 tracks doesnt sound like a lot- everyone has an ipod these days and can total up in seconds how many songs they have- an ipod can hold tens of thousands so 7000 may not sound too many.
perhaps just say "extensive music collection" and the bit about sourcing all requests before the event.

i still dont agree with the whole idea of pricing by number of guests- what about saying smaller/larger venues?
:agree:

Also,what if they only want 3 or 4 hours? "These prices are for discos of up to 5 hours duration" might put some off.

[Shakermaker Promotions]

Sorry, my reply is out of sync as I was writing a long one (again!).
Rob, I agree with above comments regarding the amount of tracks. I would say "Extensive" too. I have 10,000 on my Denon now which is loads and covers everything but as said above, that doesn't sound a lot. Someone reading the email could think "Well, I've got more on my I-pod or Computer" and we all know that they don't take into account that we have to cover everything and that their collections probably don't.

Your email looks fine mate but I wouldn't mention the amount of tracks or numbers of people.

EDIT: By the way, I am nowhere near finished with the Denon and hope to have double the amount of tracks by the new year along with a duplicate HD too. It just takes forever to do.

[rob1963]

Ok- I still think 7000 tracks doesnt sound like a lot- everyone has an ipod these days and can total up in seconds how many songs they have- an ipod can hold tens of thousands so 7000 may not sound too many.
perhaps just say "extensive music collection" and the bit about sourcing all requests before the event.

Thanks for your opinion, Rich.

I've decided to keep the 7,000 tracks bit though, as I'm not sure too many jo public would have that many songs on their ipod, and from experience, when chatting to people, they are often pleasantly surprised when I tell them how many songs I have.

7,000 might not sound much to us, because we're looking at it as DJs, and we are both aware of many discos which hold 20,000 or more songs.

Thanks to the people who have given their advice & opinions on my new email response.

I will be interested to see if/how much it changes my conversion rate.

:)

[rob1963]

what if they only want 3 or 4 hours?

They pay the same as if they wanted 5 hours.


"These prices are for discos of up to 5 hours duration" might put some off.

So be it.

Steve, I'd appreciate your opinion on my new email enquiry response.


Sorry, my reply is out of sync as I was writing a long one (again!).
Rob, I agree with above comments regarding the amount of tracks. I would say "Extensive" too. I have 10,000 on my Denon now which is loads and covers everything but as said above, that doesn't sound a lot. Someone reading the email could think "Well, I've got more on my I-pod or Computer" and we all know that they don't take into account that we have to cover everything and that their collections probably don't.

Your email looks fine mate but I wouldn't mention the amount of tracks or numbers of people.

EDIT: By the way, I am nowhere near finished with the Denon and hope to have double the amount of tracks by the new year along with a duplicate HD too. It just takes forever to do.

Thanks for your thoughts, Gary.

[Solitaire Events Ltd]

"These prices are for discos of up to 5 hours duration" might put some off.

They've never put my clients off and that is what I base my prices on.

Rob - I will put my opinion about your answer probably later - been at a wedding fayre today.

[rob1963]

Rob - I will put my opinion about your answer probably later - been at a wedding fayre today.

Thanks Darren...that will be appreciated.

I'm just after your opinion on my proposed enquiry reply (as detailed in post #63) compared to the reply you ACTUALLY received from me when doing your research.

:)

[Solitaire Events Ltd]

Thanks Darren...that will be appreciated.

I'm just after your opinion on my proposed enquiry reply (as detailed in post #63) compared to the reply you ACTUALLY received from me when doing your research.

:)

Yep, no problem.

[CRAZY K]

Thanks for your opinion, Rich.

I've decided to keep the 7,000 tracks bit though, as I'm not sure too many jo public would have that many songs on their ipod, and from experience, when chatting to people, they are often pleasantly surprised when I tell them how many songs I have.

7,000 might not sound much to us, because we're looking at it as DJs, and we are both aware of many discos which hold 20,000 or more songs.

Thanks to the people who have given their advice & opinions on my new email response.

I will be interested to see if/how much it changes my conversion rate.

:)

Rob, I have decided to include this wording from today in all our quotes--
it may be useful---it may not.

Im just getting a bit hacked off with these kind of calls because invariably the customer panicks and while I am arranging something to help them they go and book elsewhere--not having mentioned they have turned it into a dutch auction :eek:


When considering our quote please be aware we are receiving a disturbing number of calls from distressed customers who have been let down badly a few days before their special event by cheap Callers (substitute DJ)


We pride ourselves on reliability over many years in the business and have never let any customer down for a booking.

CRAZY K

[rob1963]

When considering our quote please be aware we are receiving a disturbing number of calls from distressed customers who have been let down badly a few days before their special event by cheap Callers (substitute DJ)

We pride ourselves on reliability over many years in the business and have never let any customer down for a booking.

CRAZY K

Hi Crazy,

Interesting idea, but my own view is that it may come over that you are trying to scare customers into booking you.

I just think it's better to stick to what we CAN do for them rather than what some cheaper callers/discos CAN'T.

[Danno13]

Oh dear..... I agree with Rob :bag: :D

[Solitaire Events Ltd]

Me too :coat:

[rob1963]

Oh dear..... I agree with Rob :bag: :D

Don't worry Danno...I can recommend a good shrink in your neck of the woods!

:D

[rob1963]

Me too :coat:

Steady on Darren!

:D

[Shaun]

I agree with him too. What's going on? :eek:

[nigelwright7557]

Hi Crazy,

When considering our quote please be aware we are receiving a disturbing number of calls from distressed customers who have been let down badly a few days before their special event by cheap Callers (substitute DJ)

We pride ourselves on reliability over many years in the business and have never let any customer down for a booking.


.

Thats sounds very much like libel against other local disco businesses !

Unless your looking for a court case I would give that idea a wide berth !

[soundtracker]

Thats sounds very much like libel against other local disco businesses !

Unless your looking for a court case I would give that idea a wide berth !

It can only be libel if you quote another disco by name, however, I agree that negative marketing rarely works.

[rob1963]

I agree with him too. What's going on? :eek:

Oh no...now SHAUN has agreed with me...something is seriously wrong here!

I might have found a possible reason, though.

Maybe when you all said you agreed with me, it was because you hadn't understood what I was saying?

Either that, or we've all dropped into some kind of weird parrallel universe!

:shrug:

Edit: back on topic for a moment...Darren - I await your comments with interest.

[Corabar Steve]

What was the question?

[rob1963]

What was the question?

Question?

Was there a question?

:confused:

[rob1963]

For the attention of Darren... :p


Darren,
I'd appreciate your comments on my new enquiry reply compared to the one you received from me.


Darren,
what do you think of my new proposed reply to queries compared to the one you actually received?


Ignoring the numbers & packages thing, what is your general opinion of my new intended email reply compared to the one you actually received from me?


Opinions are still welcome, especially from Darren, who hasn't yet commented on how it compares to the reply he actually received from me.


Rob - I will put my opinion about your answer probably later - been at a wedding fayre today.


Thanks Darren...that will be appreciated.
I'm just after your opinion on my proposed enquiry reply (as detailed in post #63) compared to the reply you ACTUALLY received from me when doing your research.


back on topic for a moment...Darren - I await your comments with interest.

So.....?????

:D :D :D

[Solitaire Events Ltd]

Can you post the new reply again please?

[rob1963]

Can you post the new reply again please?

No problem, Darren :)



Hi

Thanks for your enquiry, and I’m pleased to confirm that I have availability on

A standard disco for up to about 70 people is available for £275. However, most clients book our deluxe disco for £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. Our prices cover discos of up to 5 hours duration in the Surrey area, and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on our prices, and a £50 deposit will secure our services on the day of your event.

Rob James Entertainment is a full-time professional business with over 20 years experience, having supplied well over a thousand discos in that time. We have full insurance, all equipment is regularly tested for safety, and we are happy to provide copies of the relevant certificates if required.

All clients receive a music request form with their booking confirmation, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, you will benefit from our wide variety of music from the 1950s right up to the chart hits of today. We also invite requests on the night itself, as this helps to ensure the dance floor always remains busy.

There are more details of our services on the website, but if you require any additional information, or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

Thank you for your interest in our services, and I hope to hear from you again soon.

Kind regards,

Rob James.
http://www.robjamesentertainment.co.uk
020 8241 3720 / 07759 980 845.

[Solitaire Events Ltd]

Going to table tennis now....will try later

[rob1963]

Going to table tennis now....will try later

No problem...I'm sure we'll get there in the end!

Edit: Sory for keeping on, Darren...but it's only because your opinion on this is important to me.

:)

[Solitaire Events Ltd]

Yep, looks fine to me. :sofa:

[Solitaire Events Ltd]

Hi

Thanks for your enquiry, and I’m pleased to confirm that I have availability on

A standard disco for up to about 70 people is available for £275. However, most clients book our deluxe disco for £350, as this has 50% more lighting for a better atmosphere, and is ideal for 70-150+ people. Our prices cover discos of up to 5 hours duration in the Surrey area, and include an evening set up. If a daytime set up is required, there is an additional fee of £30. Please note that VAT is not payable on our prices, and a £50 deposit will secure our services on the day of your event.

Rob James Entertainment is a full-time professional business with over 20 years experience, having supplied well over a thousand discos in that time. We have full insurance, all equipment is regularly tested for safety, and we are happy to provide copies of the relevant certificates if required.

All clients receive a music request form with their booking confirmation, so you can pre-request as much or as little of the music as you like. With about 7,000 songs, you will benefit from our wide variety of music from the 1950s right up to the chart hits of today. We also invite requests on the night itself, as this helps to ensure the dance floor always remains busy.

There are more details of our services on the website, but if you require any additional information, or would like me to visit you to discuss your requirements, then please do not hesitate to contact me.

Thank you for your interest in our services, and I hope to hear from you again soon.

Kind regards,

Rob James.
http://www.robjamesentertainment.co.uk
020 8241 3720 / 07759 980 845.


Sounds much better with a little more info. I'm not really sure that you need to put the bit about the Vat though - most DJs are not Vat registered and think the public expect that. The only time I quote excluding Vat is when I am dealing with event companies or corporates etc

I know you want to stick with it, but I'm still not convinced by the extra lighting package and price. The atmosphere won't be better with extra lights as you are using very basic pinspots and effects as far as I'm aware? If you were using Led pars or something then I could understand it as that does change the generally ambiance of the room. Remind me again, what does the extra £75 get your clients?

The only thing your reply doesn't do is set you apart from any other DJ as lots of the replies I got were similar. I think this comes down to your USP and if you have one.

[rob1963]

Sounds much better with a little more info.

Thanks...that's what I was hoping to hear. :)


I'm not really sure that you need to put the bit about the Vat though - most DJs are not Vat registered and think the public expect that. The only time I quote excluding Vat is when I am dealing with event companies or corporates etc

I added the VAT bit after Crazy said he uses it, but on reflection I think you're right, so I'll remove it again.


I know you want to stick with it, but I'm still not convinced by the extra lighting package and price. The atmosphere won't be better with extra lights as you are using very basic pinspots and effects as far as I'm aware? If you were using Led pars or something then I could understand it as that does change the generally ambiance of the room. Remind me again, what does the extra £75 get your clients?

The extra £75 pays for another stand & tbar with two 250 watt mirror scanners, as well as the extra two trips to carry them in & the extra time to set them up. This increases the lightshow from 940 watts to 1,440 watts, which is just over 50% more.


The only thing your reply doesn't do is set you apart from any other DJ as lots of the replies I got were similar.

That's not something what worries me, as I was even getting plenty of bookings before...and as you know I was only giving a very basic reply with two or three lines of information.


I think this comes down to your USP and if you have one.

To be honest, I've never been one for USPs.

A USP is a unique selling point. In other words, something you offer which nobody else does. Firstly, it's almost impossible to find something you can offer which nobody else does, and secondly, even if you DO have a USP, that doesn't make you better than anyone else...just DIFFERENT.

Thanks for your comments, Darren.

It took a while, but I knew we'd get there in the end!

:D :D :D :D :D

[Shakermaker Promotions]

Not being funny Rob but £75.00 for a an extra T-Bar and 2 effects plus your walking backwards and forwards is a bit OTT in my opinion. I don't know why you just don't up your price to compensate that and set it up anyway. If the customer then wants extras you can add to that too?

Do you get many people paying the extra £75.00 for the lights?

[rob1963]

Not being funny Rob but £75.00 for a an extra T-Bar and 2 effects plus your walking backwards and forwards is a bit OTT in my opinion.

Fair enough, Gary, but obviously I don't agree.

I've seen DJs who have charges for extras which are pretty similar to the cost of actually BUYING those extras. Radio mics, smoke machines etc.

You certainly couldn't buy a lighting stand tbar & 2 mirror scanners for £75!


I don't know why you just don't up your price to compensate that and set it up anyway.

Because I think customers should have the choice.

In other words, if they have quite a few people at their function, but money is tight, they can opt for the standard disco & save £75.


Do you get many people paying the extra £75.00 for the lights?

Yes.....at least two thirds of all my clients!

[Solitaire Events Ltd]

I think if they realised waht they would get for an extra £75, they'd be shocked. I don't see how a person who obviously isn't selling the gear to the client is charging that for 2 scanners. If you are selling a look or something to create atmosphere then fair enough, but you aren't! You are adding 2 scanners that whizz about the room and that's about it. If you were including that and quoting £350 then fair enough, but you have got very large balls adding that on at £75.00!

[Shakermaker Promotions]

Fair comments there Rob.
I just always try to give the best I have got and I charge for that too. If someone asked for a couple of extra lights or something then I would just say "No problem" and provide them because it's all in the price anyway. It doesn't take 2 minutes to set up the extra stuff.
I would much rather (for example) charge say £350.00 for everything and get lots of jobs (as I do) than say £75.00 less than that by giving options. That may sound bad, it isn't supposed to but in my experience and around where I am (I am not suggesting overall ok Darren)...people don't generally go for extras. I used to do what you are doing Rob but it didn't work for me so that's why I just charge an overall fee and on the T&C's it says that the only extras are for Radio Mics and Background music if I have to be there.

[Solitaire Events Ltd]

in my experience and around where I am (I am not suggesting overall ok Darren)...people don't generally go for extras.

I'm not really sure why area would have anything to do with people booking extras? :confused:

I did a wedding fayre yesterday and had the client interested in a PA for the daytime speeches, disco, Led lighting and extra speakers for other rooms and why? Because I sold her the idea.

[Shakermaker Promotions]

I see your point Darren but I have tried that approach round here before. Maybe it's down to competition etc etc? It just didn't work for me. That's why I thought of one main price. It was all trial and error really and learning the ropes as I was new to doing it as a business. I did loads of research looking around other companies websites and noticed that most of them did the multiple packages thing so I thought I would too. Most people went for the cheapest option which wasn't what I wanted. I then had a chat with someone who didn't do the multiple packages thing and we came to the conclusion that I was undercharging myself. I re-wrote the literature on my website and came up with a price that I thought was / think is acceptable and competitive and waited to see what happened. It has worked a treat for me.