GRATIS has a comprehensive database of venues across the world and can be used in the same way as a UK enquiry. This document is designed to show you how to be a little more proactive with your approach to ensure you obtain the best response to your enquiry as some overseas venues are unfamiliar with venuedirectory.com or myeventschannel.

TABLE OF CONTENTS

• Load New Enquiry - First Send
• Second Send - Sending out as email using GRATIS
• Third Send - email to CRO/ Account Managers
• Additional Information 

Load New Enquiry - First Send

• Enter as much detail as possible in the enquiry-only notes, probably more than for a standard UK enquiry but don't type the dates in here, use the arrival date field or alternative dates.  Make it as clear as possible so that the venue can reply without needing to contact you.

• Request that the venue notes the taxes (tax rate and if Inc. or Ex) in the charges table.

• Request that the charges table, meeting room details etc. be fully completed.

• Request that brochures, menus and marketing material are not sent (often venues don’t fill in the details but just send out a brochure).

• Enter all the other details e.g., Conference rooms, bedrooms etc. fully into the enquiry, even if the details have been entered into the enquiry-only notes.

• Selecting venues – Select the correct continent.

• Select country/ destination – most major cities are pre-loaded.

• When entering the event numbers use the Theatre Style box and if another style is required recalculate it in theatre style ie. 20 boardroom – enter 50 theatre style.

• Remember when entering the charges table many overseas venues don’t offer day delegate or residential packages so enter all charges line by line.

• Send enquiry out – Attach the enquiry as a document if required when sending out using the From My Computer > Attach option;

Second Send - Sending out as email using GRATIS

The venues will receive the enquiry as an email and can respond directly to you with an email reply rather than using myeventschannel which they may not be familiar with. Unfortunately, the response will not be logged in the enquiry by the venue and you will need to transcribe the information from the email you receive into the enquiry response manually.

• Change the subject line to give more details – New Enquiry, Residential meeting x 50 – Keep the ref number in the subject line – useful if sending out several enquiries.

• Tick the copy message to all;

• Within the message box – enter the enquiry details (copy and paste from Enquiry only notes), and tweak as necessary. Mention that the enquiry has been sent via electronic RfP, and if possible reply using the electronic form. The message will come from your “personal” email and any replies will be received directly into your email.

• Don’t forget to enter in the charges table – copy this from the enquiry, or retype the list of items. Remind venue to confirm if Inc. of Ex Tax and tax rate.

• Request that all details are given and no marketing info

• Copy the enquiry email ready to paste details to keep for the third send.

Third Send - email to CRO/ Account Managers

Many GRATIS users keep their own list of CRO contacts for their own use – see below as an example.

• Email the enquiry to the relevant contacts – Paste details from the “recommunicate” email to avoid retyping or attach the enquiry form if one is available.

• Mention to CRO the reference number and that you have contacted some venues directly but have sent to CRO to ensure a prompt reply or to try additional options.

• Venues or CRO will reply by RfP or directly by email for you to enter the details into the enquiry manually.

Additional Information 

• Some venues don’t always give details whether their rates are Inc. or ex Tax. To speed up getting the proposal out by putting in a caveat under the agent's notes in the proposal mentioning this if getting this information promptly from the venue is not forthcoming.

• If venues do send a flyer that is suitable to be sent to the client, save the flyer under the venue File Bank then attach it to the proposal.

• While waiting for venues to reply, check the listing and if it's a B listing amend the description and image so that it’s all ready for when the proposal is created.

• If the venue is not loaded onto GRATIS, send details including full name, website link, name of contact and job title to veuesupport@venuedirectory.com to load onto GRATIS for you. 

• Some CROs will offer an option that may not be included in the venues selected. If this is the case, simply Quick Add the venue to the enquiry list, use the Modify Enquiry Text and Modify Enquiry Charges to pre-populate the new venue with the enquiry details and charges. Then enter the details provided manually into the venue.