A price in writing, with the date held
The person booking almost always needs approval first. A quote they can forward — the activities, the times, the number of people, the price — gets you through that. Hold the rooms while they wait for an answer, for a set number of days, so the date you quoted is still there when they say yes. When the hold runs out, let the quote run out with it, so you never promise a date you have since sold.
The paperwork a finance team expects
- The company's name and VAT number on the booking, and on the invoice.
- A proper invoice, numbered, with the VAT shown, not just a confirmation email.
- A way to pay that is not the booker's own card — a payment link they can pass to their accounts team, or a deposit now and the rest on invoice.
Numbers will change
A company booking for twenty is a booking for twenty-three the week before, and for nineteen on the day. Agree how late numbers can change and what that costs, put it in the quote, and make each change quickly when it comes — priced the same way as the original, so the invoice still adds up.
Food, drink and dietary needs
If the visit includes food or drink, ask about dietary needs and allergies when the numbers are confirmed, not on the day, and make sure your kitchen knows which dishes contain which allergens. A company that has to look after twenty people will judge you on how carefully you look after the one with a nut allergy.
On the day, and after it
Have every waiver signed before they arrive, so the session starts on time. Take a photograph of the team and send it afterwards with a thank you — it ends up on somebody's LinkedIn. Then ask how it went. A company that had a good day usually books the same thing again next year, and the person who organised it moves to another company and books you there too.
How VenueBookr helps
Build the visit as a quote with real activities, times and prices, and hold the rooms for between a day and two weeks; the customer accepts online, ticking your terms, pays a deposit, and it becomes a booking with an invoice. A company can give its VAT number on the booking form, and every payment produces a numbered invoice or receipt, with the VAT shown when you are registered. Send a payment request link for the balance by email. Change the numbers on one screen and see the real difference before you save. Your till marks the allergens in every item. Waivers are signed on phones before the visit, and photos added to the booking appear on the customer's own booking page. A review request can go an hour after the visit.
Book a live demo and we will set it up around your own venue.