The enquiry came in at nine on Friday. You replied on Monday.
By then they had heard from three other venues.
Rory answers in seconds, on whichever channel the couple used, and hands your events team a couple who are already qualified and booked in for a showround.
Show us where enquiries go cold. Nothing to prepare.Hi! Do you do weddings for about 90? Looking at September next year
Whitcombe HouseWe do, and September is lovely here. Ninety is comfortable in the Orangery, with the terrace for drinks. Is it a Saturday you have in mind? And would you like to come and look round? I can offer a Saturday morning at eleven.
Yes a Saturday. Next Saturday at 11 would be great
Whitcombe HouseBooked. Sarah, our events manager, will meet you at eleven. I have emailed you the two packages that suit ninety, so you have something to read before you come.
The venue that replies first usually gets the showround.
01Send an enquiry
The couple enquires on a Sunday evening and hears back on Monday, after two other venues.
The events team is running a wedding when the enquiry arrives.
02Book a showround
They wait for someone to ring back with dates.
Someone rings twice and leaves a voicemail.
Couples plan their wedding outside your office hours.
They plan it on a Sunday evening, on the sofa, with a laptop and a shortlist of five venues. The enquiry arrives wherever they happen to be: your website chat, an Instagram message, an email to events@, a message on Facebook.
Your events team is one or two people. On Sunday evening they are running a wedding, and on Monday morning they are clearing up after it, so the enquiry waits. Corporate and meetings enquiries behave the same way: someone books a Tuesday off-site at eleven at night because that is when they finally got to it.
Rory answers, and keeps answering.
On web chat, WhatsApp, SMS, email, Facebook and Instagram, and on the phone when they ring instead. The same agent keeps one conversation going, whichever way the couple came in.
Answers
- The package and pricing questions your team answers twenty times a week
- What the day and the evening can hold, and for how many
Qualifies
- Numbers for the day and the evening
- The date, and how fixed it is
- The sort of wedding they are imagining
Books
- Sends the packages that fit
- Offers showround slots and books one while the couple is still in the conversation
- Nudges when a couple goes quiet
A couple they already know something about.
A web form gives you a name, an email and a date. Someone then rings it, twice, and leaves a voicemail.
Rory hands over the conversation itself: what they want, how many, when, how flexible, which package they were drawn to, and a showround already in the diary. Your team walks into that meeting knowing the couple. The enquiries that were never going to fit have already been handled politely, without anyone spending an afternoon on them.
Weddings take a year, and Rory stays for all of it.
The months after the enquiry are where events teams lose time: the question about corkage in March, the guest number that changes in June, the deposit that needs chasing twice. Rory carries on through the whole cycle, so your team handles the parts that need a person.
Deposits are taken in the same conversation the enquiry started in. How payments work
Everything Rory learns goes where your team already looks.
If you have a CRM, the enquiry arrives on your team's system rather than in a separate inbox they have to remember to check. If you do not have one, Rory keeps the record, and there is nothing to buy or migrate.
Your events team replies when a couple needs a person.
We set Rory's voice to match your venue, load the packages, connect the diary and keep tuning it while it is live. It keeps working when your events coordinator moves on, which in this industry they will.
- Setting Rory's voice to match your venueBiteluxe
- Loading packages and pricingBiteluxe
- Connecting the showround diaryBiteluxe
- Following up couples who go quietBiteluxe
- Tuning it while it is liveBiteluxe
- The showround, and every conversation that needs a personYour team
Start with the enquiries that arrive out of hours.
Thirty minutes
Show us the action that is harder than it should be. We will tell you honestly whether we can improve it.
One session
We map what the guest is trying to do, what the team needs, how the brand should sound and where the existing systems help or get in the way.
Three weeks
The work is ours: we build the journey, shape the messages, connect it and test it.
Fifteen minutes
We walk the relevant team through the small part they will see.
Two months
Prove it in the operation before making an annual commitment.
What are your guests trying to do that is harder than it should be?
Bring us the action, the brand, the awkward systems and the operational reality. We will shape the message for each channel and build the easiest route through them.
Show us where guests get stuck. Nothing to prepare. Sometimes the honest answer is that you do not need us.