How much info do you need to quote?

[BrightLights]

When someone phones or emails asking for a quote, how much info do you ask for before giving them a figure? Do you quote during the initial conversation or get back to them later, and if so how much later and why?

I used to go into quite a lot of detail before quoting, but more recently I've decided to keep it (relatively) simple and I still get good results.

[Solitaire Events Ltd]

I usually need, location, type of entertainment, access, number of hours, early set up, extras and number of guests/size of venue to give a basic quote.

[rob1963]

more recently I've decided to keep it (relatively) simple

Excellent idea...I'm a great believer in keeping things simple & not over-complicating everything.

In order to give a quote, I need to know whether they want a standard or large disco (or the number of guests), evening or daytime set up, whether or not it's in Surrey and if it's more than 5 hours.

Alternatively, clients can simply look on my website, where the prices are clearly displayed.

Simple!

[Shaun]

The minimum information I need is....
Date of event
Type of event
Name & Address of Venue
Start time
End Time
Number of guests

Ease of access and parking are also questions I need to know, I usually contact the venue direct for this information.

[CRAZY K]

The minimum information I need is....
Date of event
Type of event
Name & Address of Venue
Start time
End Time
Number of guests

Ease of access and parking are also questions I need to know, I usually contact the venue direct for this information.

Why not put one of these Hotscripts quote requests on your site---then they HAVE to give you info you need to quote.

I am thinking of asking if there is a sound limiter and making that plus indoors/ground level as COMPULSORY questions.

QUOTE REQUEST--PLEASE FILL THIS FORM IN AND SUBMIT

Always complete questions marked ***
YOUR NAME***
DATE OF FUNCTION***
TYPE OF FUNCTION***
TIMES DANCING IS REQUIRED***
WHERE IS YOUR EVENT BEING HELD INCLUDING NEAREST BIG TOWN?***
YOUR EMAIL ADDRESS***
IS FUNCTION HELD INDOORS AT GROUND LEVEL?
NO OF GUESTS APPROX
Where did you find us? Google, Yahoo etc.
Any other requirements or relevant information here please


Just to mention Shaun, I ring venues myself but sometimes you cant get information on village halls.

CRAZY K

[Shaun]

Why not put one of these Hotscripts quote requests on your site---then they HAVE to give you info you need to quote.




The fields I require are on my contact page (http://www.elitedj.co.uk/contactus.php). The only fields that are compulsary at the moment are name, email and telephone. I find this keeps it simple and allows me to contact them direct to discuss their event in more detail. Despite only the name and contact details being compulsary, nearly all my enquiries are sent with all the fields completed.

[CRAZY K]

The fields I require are on my contact page (http://www.elitedj.co.uk/contactus.php). The only fields that are compulsary at the moment are name, email and telephone. I find this keeps it simple and allows me to contact them direct to discuss their event in more detail. Despite only the name and contact details being compulsary, nearly all my enquiries are sent with all the fields completed.

Does asking for the phone number put people off?

I assume people send out emails so they can assess things without unwanted phone calls?

Not saying you do that of course--but wouldnt they ring if they wanted to talk to you?

We do a small number of bookings with no phone contact at all --just email.

Just done one this week!

I have noticed once or twice when I have rung people in a business situation---Company Event--I can get their number off the net--they have said---why are you ringing me?????????

Clearly wanting only email contact.

I dont bother anymore unless invited to ring them--BUT maybe im missing out-

I wont be phoning mobiles as I find this generally a waste of time unless its a very busy well off individual who genuinely has to speak on a mobile most of the day as very busy--the rest are just poseurs --or maybe posers!:D

How do you find it?

CRAZY K

[Shaun]

Does asking for the phone number put people off?



I don't know if it does or not, TBH. Everyone that fills in the form provides me with their number, so I can't imagine it's too much of an issue.

I usually contact them by the means they contact me, but it's always nice to have the option of giving them a call if need be too.

[BrightLights]

Excellent idea...I'm a great believer in keeping things simple & not over-complicating everything.

In order to give a quote, I need to know whether they want a standard or large disco (or the number of guests), evening or daytime set up, whether or not it's in Surrey and if it's more than 5 hours.

Alternatively, clients can simply look on my website, where the prices are clearly displayed.

Simple!

Interesting stuff. Have you always done it this way, or did you switch at some point? If you switched, did you notice a change in the quantity of enquiries you received? At least with your system by the time they've made contact they already know how much it'll be and are therefore very likely to follow through with the booking.

[Tom]

this is what i ask for every disco i do in this order


Name
Date
Time
Address
Venue size (amount of people)
Discount
Other comments
Price


i think this is quite simple. just the basics i need to know. the other comments section is for info like if there is anything i need to be aware of eg, limiters, access, if there is a band there or any lights effects that will not be needed like strobes, lazer, smoke machine etc

the price is last. i need to get all the other infomation before i can put a price on it because i need to know how far it is, plus how many people are the two main factors. i charge more for more people because there is a bigger risk of blowing a speaker or amp which then would have to be replaced so i need to cover my back and petrol. haha

[rob1963]

Interesting stuff. Have you always done it this way, or did you switch at some point? If you switched, did you notice a change in the quantity of enquiries you received? At least with your system by the time they've made contact they already know how much it'll be and are therefore very likely to follow through with the booking.

Brightlights,

I've always done it this way.

As you say, people know the cost when contacting me to check availability, so I don't have to worry about the possibility of putting them off when I tell them the price...because they already know it.

The price is an essential piece of information which potential clients need to know before deciding if they want to book a service, so there's no way I'll be removing prices from my website.

Also, I don't have to waste time answering those "How cheap can you do a disco for?" calls.

:)

[rob1963]

We do a small number of bookings with no phone contact at all --just email.

CRAZY K

Crazy,

Bookings with no phone contact at all account for about HALF of all my bookings!

Most of my queries and subsequent booking requests come via email, and only about 2 out of 10 clients want to meet me beforehand.

This is fine by me...as it reduces the amount of preperation I need to do for each gig, and therefore the total time I have to spend on each booking.

:)

[Vectis]

only about 2 out of 10 clients want to meet me beforehand.


The rest have been on here and seen the avatar :p :D :cool: :beer1:

[Corabar Steve]

http://planetsmilies.net/vicious-smiley-1862.gif (http://planetsmilies.net) :lol: http://planetsmilies.net/vicious-smiley-1862.gif (http://planetsmilies.net) :lol: http://planetsmilies.net/vicious-smiley-1862.gif (http://planetsmilies.net) :lol: http://planetsmilies.net/vicious-smiley-1862.gif (http://planetsmilies.net) :lol: http://planetsmilies.net/vicious-smiley-1862.gif (http://planetsmilies.net)

[Solitaire Events Ltd]

Brightlights,


Also, I don't have to waste time answering those "How cheap can you do a disco for?" calls.

:)

And what about people who don't look at your website?

Don't you like a bit of a challenge Rob in trying to sell yourself?

[PropellerHeadCase]

...it reduces the amount of preperation I need to do for each gig, and therefore the total time I have to spend on each booking.

I've come to the conclusion, rightly or wrongly, that the more preparation you do, with good information from the clients, the better the gigs go, and with less effort on the night.

[BrightLights]

The minimum information I need is....
Date of event
Type of event
Name & Address of Venue
Start time
End Time
Number of guests

Ease of access and parking are also questions I need to know, I usually contact the venue direct for this information.

Does that imply that you take the main details from the client, then call the venue, and then call the client back with a quote? I usually find that people want a rough idea of price straight away so they know if it's in the right ball-park. I think if I said I'd call back later they'd probably just go somewhere else...

Steve

[Shaun]

Does that imply that you take the main details from the client, then call the venue, and then call the client back with a quote? I usually find that people want a rough idea of price straight away so they know if it's in the right ball-park. I think if I said I'd call back later they'd probably just go somewhere else...

Steve
If the enquiry comes via email I'll call the venue for details about access etc. If the client calls instead of emailing, I'll ask the clients directly about access during the initial call.

[rob1963]

The rest have been on here and seen the avatar :p :D :cool: :beer1:

Excellent point, vectis. After all, who in their mind would want to meet a Peter Butterworth lookalike? :D


And what about people who don't look at your website?

Don't you like a bit of a challenge Rob in trying to sell yourself?

Darren,

I don't mind trying to sell myself to people who haven't seen my website. It sometimes happens - when I get a call from someone who says "I was given your number by..."

Having said this, all my advertising is done online, and 95% includes a link to my website, so most people HAVE seen my website when contacting me.

Therefore, I don't usually NEED to sell myself, as my website does that for me. It seems to work, as at least 80% of my queries are simply asking about availability, so presumably they've got all the other information they need from my website.


I've come to the conclusion, rightly or wrongly, that the more preparation you do, with good information from the clients, the better the gigs go, and with less effort on the night.

I have to say it's nice turning up on the evening when you've already met the bride & groom beforehand...rather than meeting a couple of complete strangers on the night.

However, I can't say I've noticed any difference in how the gigs go or how much effort is needed on the night depending on whether or not I've met the clients beforehand, and whether they've given me the information I need face to face or on the booking form or via email.

Apart from arriving early & having most of their requests, I think that flexibility is very important in determining how the night goes, as with weddings in particular, details are changing all the time, even on the night itself, right down to when you arrive & ask what time they will be wanting the first dance...and what time you ACTUALLY end up playing the first dance!