Booking Forms and the rest!

[Shakermaker Promotions]

Not wishing to go off in another direction on Charlie's 'Advice' topic, I thought I'd ask the question....What details do you have on your booking forms? I try to gain as much information as possible and it's all listed on the booking form as follows:

I have my business logo, address, phone numbers and both email and website details at the top.

Customers Name
Full Address including Postcode
Contact Number(s)
Email Address

Date of Booking
Type of Booking & Duration of the Disco
Number of Guests
Venue Address & Phone Number
Venue Contact

Is access to the venue via stairs or lift?

DJ's Name
Price Agreed

There is a space for them to add notes and then also a small section of text that states how much the non-refundable booking fee is and that the form should be returned within 14 days to secure the booking. It also says that they should read and check the Terms & Conditions on the reverse side before signing.
The full Terms & Conditions are on the reverse side of the booking form and cover everything that I can think of.

I send 2 copies of the booking form and sign both of them. I also send a song request sheet and a business card and include an SAE too. The customer is then sent an email as confirmation telling them that the forms have been sent and I also advise of the payment options regarding booking fees and balances. I do this so that it covers me and I have a record of each booking.
On my system I have a folder for each month of the year. In those folders are individual booking folders and in those are the details for each booking. I keep all correspondence in those folders too as well as songlists and receipts (if required).

When I meet the customers before their functions, I take my copy of the booking form (that has both mine and the customers signatures on it) with me and I jot down various things I go over with them such as timings, announcements, best man details and how the Bride & Groom want to be announced as (if it's a wedding). I also collect the song request sheet from them. This way I have as much information as possible. I transfer this to another document nearer the date and email the customer with the final updates. They and I know what the score is.

I prepare the music in advance too so I know where it all is. After meeting Daryll a few weeks ago and chatting about bookings etc, I know he does the same. I've read on here quite a lot about preparation and have taken on board some of the tips since I have been posting on this forum and it's come in handy. I know the search facilities on our playout systems are enough but I like to make life as easy as possible so I make a folder with either the tracks in it, the song request sheet in it or both.

I'd be interested to see what others do with their booking forms and how they prepare for bookings etc.

[discomobiledj]

Mine are very similar, I also create the playlist in advance with the requests and then just drop other songs in as I go along.

[wensleydale]

Pretty much the same- apart from I don't put the clients address details on as I assume they know them and I have them already.
I wouldnt put the venue contact details on assuming I have already found them on the web- just address and name.
Don't put details about number of guests and stairs on the form but I would find these out from the phone discussion.

I guess a lot of this is personal preference- I prefer to have a fairly uncluttered sheet and miss out the details that the client will already know, but I can see reasons for including them.

For the music I ask them to send across requests if they want to, but dont send a sheet automatically as some clients like to, others prefer not to "get involved"- again I always ask during initial contact and then go from there.

[Shakermaker Promotions]

Wensleydale - I put the clients address details on for a number of reasons but also because I then have the address and postcode so I can find out where they live when I visit them beforehand. I don't always meet the customers at the venues because it's not always possible. Any residency bookings at the hotel, I always meet them there.

I put the venue address details on myself most of the time as I google the venue and get the details from there. The access and stairs question is something I ask when I either speak to them or email them. I put either Yes/No in the answer and any notes regarding access in the space I leave on the form. This is both for me and anyone else that may be working on my behalf.

A lot of it is self explanatory and I've really just stated the obvious I know but thought I'd explain incase others ask the same questions. I personally think that you can never have too much information and that the customer may view the booking form in a better light if it has as much information on it as possible (although no'one has ever had a problem with them that I know of?).

[Jonathan Ford]

I don't actually use booking forms any longer, but stick all of the details you mention above on my written confirmation to the client.

[surround sounds]

My Booking forms are as follows
Logo - Company Name - Email address etc on top of page.
Personal details
Customer Name -
Address -
House Phone Number -
Mobile Number -
Email Address

Where did you hear about our company - eg Google, yell.com etc

Venue Details
Venue Address
Venue Phone Number and contact name
Approx times into venue to set up
Is there a Stage with Easy Access
Is the function room on ground floor

Party Details
Date of event
Performance Times
Event Title eg Birthday
Approx number of guests
Agreed Price
Any other services or requirement please list below.

Only To be filled in for Wedding
Name of Groom
Name Of Bride
Wedding Surname
Wedding 1st Dance Song

Then there is a area to choose your genie preferences and songs requests

Then customer signs/dates etc

Then there are my Terms and Conditions Listed

Then customer signs / dates to show they understand all my t and c

This then goes to customer via echosign.
They fill in forms and Sign and date in both requested areas
They send it back to me.
I check forms and if its ok i sign the booking form via echosign and send it back to customer.
I then keep copy on computer,Its stored in echosign, Google words, And i print a copy

Well it works for me

[Shakermaker Promotions]

I have to also add the following too:

When a customer confirms, the booking fee has been received and the date is secured, I count that as a confirmed booking. I update my Microsoft Calender, Diary, Accounts, I-Phone Calender and Google Calender too. I also have a bookings spreadsheet that gets updated which has details of each booking throughout the year and whether the booking fee has been paid. When the balance has been paid, it's updated and when the function has been done, it gets updated and closed off but there is still a record of it.

I've been doing this since I went self employed and learnt that backup is essential as I had a fatal error with a laptop in the first 2 years of business and lost lots of stuff. I copy and update everything on to an external HD to cover this now.

[wensleydale]

Wensleydale - I put the clients address details on for a number of reasons but also because I then have the address and postcode so I can find out where they live when I visit them beforehand. I don't always meet the customers at the venues because it's not always possible. Any residency bookings at the hotel, I always meet them there.

I put the venue address details on myself most of the time as I google the venue and get the details from there. The access and stairs question is something I ask when I either speak to them or email them. I put either Yes/No in the answer and any notes regarding access in the space I leave on the form. This is both for me and anyone else that may be working on my behalf.

A lot of it is self explanatory and I've really just stated the obvious I know but thought I'd explain incase others ask the same questions. I personally think that you can never have too much information and that the customer may view the booking form in a better light if it has as much information on it as possible (although no'one has ever had a problem with them that I know of?).

As I said Gary I don't think there's a right or wrong on this- was just saying what I do as requested.

I try to keep it to a minimum as I would rather they check the info I want them to check and adding stuff that they already know/does not impact me may reduce the chances of this.

[Shaun]

I've attached a sample below of the layout I use for my Booking Form.


Run through of the process....

1. Customer receives the quote and states they wish to book

2. Online payment details are sent to them along with a pdf of my T&C's

3. Once payment is received online I'll forward the booking form (already signed by me) via Echosign

4. Client signs which confirms their booking - copy of booking form is automatically emailed to both of us.

5. A quick email to client to confirm that their booking is now fully confirmed.

6. I print out a hard copy and store it away. The copy that is automatically emailed to me is left in a folder on my email (on 2 separate PC's) - plus a copy is stored within Echosign.


Then the process of finding out all the additional information from them begins. The email correspondence that comes in from the clients is stored on 2 PC's, just so I have a copy should 1 go down.


Works for me. :)




In addition, every email I have that comes in is automatically set to forward a copy to my googlemail account (Thanks to Marc J for that tip). So in the event of a house fire etc destroying the house whilst I'm out, I still have a copy of all emails off-site. I also store a complete copy of my gig hard drive at a family members house too for the same reason.






.

[Mark Wild]

I've attached a sample below of the layout I use for my Booking Form.


Run through of the process....

1. Customer receives the quote and states they wish to book

2. Online payment details are sent to them along with a pdf of my T&C's

3. Once payment is received online I'll forward the booking form (already signed by me) via Echosign

4. Client signs which confirms their booking - copy of booking form is automatically emailed to both of us.

5. A quick email to client to confirm that their booking is now fully confirmed.

6. I print out a hard copy and store it away. The copy that is automatically emailed to me is left in a folder on my email (on 2 separate PC's) - plus a copy is stored within Echosign.


Then the process of finding out all the additional information from them begins. The email correspondence that comes in from the clients is stored on 2 PC's, just so I have a copy should 1 go down.


Works for me. :)




In addition, every email I have that comes in is automatically set to forward a copy to my googlemail account (Thanks to Marc J for that tip). So in the event of a house fire etc destroying the house whilst I'm out, I still have a copy of all emails off-site. I also store a complete copy of my gig hard drive at a family members house too for the same reason.






.

Very slick, nice post man, I need to get around to doing this :)

[HeartandSoul]

I include agreed start and finish times.

[Twinspin]

Setup time is another. The time you are allowed into the venue to setup also

ask them if Public Liability Certificates and P.A.T test certificates are required on the booking form. That way you can forward the documentation to the venue upon request.

Also an expiry date on the booking. So clients know when we need the forms and deposit back by to confirm the booking.

[DazzyD]

I designed and developed my own booking system in Lotus Approach (a long time ago!) and it's still going strong today. It's main purpose was to provide a simple, easy to use system that gathered all the required information but also made it impossible to be double-booked (which, from some of the clients I've had in the past, this was a problem with some other local outfits).

The database is split in to 5 main "data input" screens dedicated to:

1. Client Details

This screen records the client's name and contact details (address, telephone, number, email address, etc). It also allocates the client a "Client Ref Code" which makes it easy to keep track of multiple bookings from the same client. If the client is already in the system, it searches the database for their details and pulls them through.

2. Event Detail

This screen collects all the information about the booking function / event (ie type of event, what services are required, what add-ons are required, start and finish times, important names, important times - first dance, cake cutting, other enterainment, etc, and even a tick box for if it's a surprise party or not). This screen also generates the fees which are then auto-populated in to the necessary boxes in Screen 4.

This screen also gives every booking a unique booking reference which is generated using a combination of characters taken from the client's surname and the date of the event. This prevents the possibility of being double booked which, to me, is one the system's best features.

3. Venue Details

This screen collects information about the venue such as name, address and telephone number, access information, number of flights of stairs, capacity, name of contact at venue, is smoke allowed?, etc. Like the client, venues are also given Venue Reference Codes and are stored in the Venues database. This helps me identify if I've been there before and also auto-populates the required fields which saves having to type info in that I've already got.

This screen also links in to Google Maps and will tell me how far away the venue is and also generate maps and driving directions.

4. Fees & Financial

Fees are pulled through from Screen 2 and this screen allows me to make adjustments such as discounts (for example, when the client has multi-booked or for any promotions I'm running) and NRBF. It also keeps a record of any payments the client has made (I allow the client to pay money off the balance as and when they want to) and this allows me to generate an up to date account statement/invoice at any time.

5. Music Choices

This screen is for things like first dance requests, special song requests, advance song requests, "Must Plays" and "Must NOT Plays". Pretty self-explanatory, really!

The booking system then automatically generates the Booking Confirmation, Booking Summary and T&Cs docs as well as an envelope which I can print off to send to the client by post if required. It can print of receipts for payments made and, also, from the business side of things, keep a track of all bookings, show total fees, outstanding fees, generate financial graphs and charts, and generate charts for pretty much any type of data I choose (I keep a chart for % of types of event and services provided).

All in all, it's a pretty comprehensive database and it's never let me down. It's evolved with me over time and bits have been added or taken away. It's perfect for me although I have trialled DJEP before and it's a pretty good system to have, too! (at a price, of course!).

[ppentertainments]

I designed and developed my own booking system in Lotus Approach (a long time ago!) and it's still going strong today. It's main purpose was to provide a simple, easy to use system that gathered all the required information but also made it impossible to be double-booked (which, from some of the clients I've had in the past, this was a problem with some other local outfits).

The database is split in to 5 main "data input" screens dedicated to:

1. Client Details

This screen records the client's name and contact details (address, telephone, number, email address, etc). It also allocates the client a "Client Ref Code" which makes it easy to keep track of multiple bookings from the same client. If the client is already in the system, it searches the database for their details and pulls them through.

2. Event Detail

This screen collects all the information about the booking function / event (ie type of event, what services are required, what add-ons are required, start and finish times, important names, important times - first dance, cake cutting, other enterainment, etc, and even a tick box for if it's a surprise party or not). This screen also generates the fees which are then auto-populated in to the necessary boxes in Screen 4.

This screen also gives every booking a unique booking reference which is generated using a combination of characters taken from the client's surname and the date of the event. This prevents the possibility of being double booked which, to me, is one the system's best features.

3. Venue Details

This screen collects information about the venue such as name, address and telephone number, access information, number of flights of stairs, capacity, name of contact at venue, is smoke allowed?, etc. Like the client, venues are also given Venue Reference Codes and are stored in the Venues database. This helps me identify if I've been there before and also auto-populates the required fields which saves having to type info in that I've already got.

This screen also links in to Google Maps and will tell me how far away the venue is and also generate maps and driving directions.

4. Fees & Financial

Fees are pulled through from Screen 2 and this screen allows me to make adjustments such as discounts (for example, when the client has multi-booked or for any promotions I'm running) and NRBF. It also keeps a record of any payments the client has made (I allow the client to pay money off the balance as and when they want to) and this allows me to generate an up to date account statement/invoice at any time.

5. Music Choices

This screen is for things like first dance requests, special song requests, advance song requests, "Must Plays" and "Must NOT Plays". Pretty self-explanatory, really!

The booking system then automatically generates the Booking Confirmation, Booking Summary and T&Cs docs as well as an envelope which I can print off to send to the client by post if required. It can print of receipts for payments made and, also, from the business side of things, keep a track of all bookings, show total fees, outstanding fees, generate financial graphs and charts, and generate charts for pretty much any type of data I choose (I keep a chart for % of types of event and services provided).

All in all, it's a pretty comprehensive database and it's never let me down. It's evolved with me over time and bits have been added or taken away. It's perfect for me although I have trialled DJEP before and it's a pretty good system to have, too! (at a price, of course!).
A bit complex for one booking a week ?? Impressive but complex.

[DazzyD]

A bit complex for one booking a week ?? Impressive but complex.

Ten years ago I was working at least 4 nights a week and up to 7 nights over the festive period. The booking system I use was designed then and I've just kept using it ever since.

How things have changed regarding volume of bookings, though! :(

[ukpartydj]

I used to do bookings this way however I didn't like paying for the stamps and waiting for the client to return the contract. tried emailing over and allowing the client to print and scan however I've decided to go completely online now.

I ask the client to complete this form - bookng form ( http://www.ukpartydj.com/book/)

I get emailed all the details - I print and let the customer know they have made a booking.

[musicologydisco]

Just a short letter from me with date, times and venue. Letter also includes my simple terms on the bottom. I will send as email attachment or post. Quick and simple!

[funkymook]

I used to do bookings this way however I didn't like paying for the stamps and waiting for the client to return the contract. tried emailing over and allowing the client to print and scan however I've decided to go completely online now.

I ask the client to complete this form - bookng form ( http://www.ukpartydj.com/book/)

I get emailed all the details - I print and let the customer know they have made a booking.

I like the addition of the menu options :D