In hospitality, most function leads don’t ghost you — you just never gave them a reason to say yes.
Too many venues treat enquiries like admin tasks:
- Send a brochure
- Wait for a reply
- Hope they book
But here’s the truth:
If you don’t get them into the space, you probably won’t get the booking.
Step 1: The Fast Response — With One Clear Goal
Respond to every enquiry within 1–2 hours whenever possible. Your goal is not to sell the function over email — it’s to book a site visit.
Reply template example:
“Thanks for your enquiry! We’d love to host your event.
Would you be free for a quick tour this week? I can show you the space, talk through options, and hold your date. We can usually finalise everything on the spot.”
Make the goal clear and easy — viewing the space.
Step 2: Sell the Experience, Not Just the Room
When they arrive:
- Walk them through the space as if their event is already happening
- Talk through what’s possible, not just what’s included
- Tailor your language to their event (birthday, engagement, work party, etc.)
Help them visualise the celebration. Most function clients decide with emotion first, and logic second.
Step 3: Have a Booking Pack Ready to Go
Once they’re engaged, don’t let them drift.
Your booking pack should include:
- Function packages (with pricing and upgrade options)
- Availability confirmation
- Deposit form or online payment link
- Offer to lock in their date during the visit
If they’re excited and ready to book, don’t say “we’ll email you.”
Say “Let’s lock it in now so no one else takes the date.”
Step 4: Use Urgency — Without Pressure
You don’t need to be pushy — just honest:
“We’re holding enquiries for that weekend already, so I’d recommend confirming with a deposit to secure the space.”
Most customers appreciate clarity and confidence. If they leave without booking, chances drop significantly.
Step 5: Follow Up With Purpose (If Needed)
If they don’t book on the spot:
- Follow up within 24–48 hours
- Ask if they have any questions or would like to hold the date
- Remind them how quickly dates fill
You’re not chasing — you’re helping them make a decision.
Step 6: Train Your Manager or Function Coordinator to Close
Every manager or function lead should:
- Know how to build rapport
- Ask good questions
- Handle common objections
- Be confident taking deposits on the spot
This isn’t admin — it’s sales.
Final Word: Close While the Mood Is High
You’re most likely to get the booking when they’re standing in the space, smiling, imagining their event.
Make it easy to say yes — and hard to walk away without a date locked in.