Quick guide on how to handle enquiries on Tagvenue

This 5-minute read explains how to handle enquiries, how to avoid having your venue suspended, and what our Terms & Conditions cover, so you can make the most of your Tagvenue profile.

Contents

• Enquiry status
• Handling enquiries
• Adding team members
• Updating the profile
• Suspension
• Get more bookings
• Terms & Conditions
• Contact us

1. Enquiry status

Every enquiry in the My Enquiries tab sits in one of five statuses:

• New – the enquiry has just arrived and no action has been taken.
• In progress – you have replied, or the client has requested your phone number.
• Booking confirmed – marked as successful, with a future event date.
• Happened – marked as successful, with a past event date.
• Lost – marked as unsuccessful, or auto-expired.

Two further sections appear in your inbox:

• Commission due – successful enquiries awaiting final spend or commission payment.
• Requires finalising – enquiries that have been inactive for 17 days, or where the event date has passed.

Read more

• What are the sections "New" and "In progress" in the "My Enquiries" tab?
• What are the sections "Happened" and "Lost" in the "My Enquiries" tab?
• What is the "Commission due" section in the "My Enquiries" tab?
• What is the "Requires Finalising" section in the "My Enquiries" tab, and what is an "Inactive enquiry"?

2. Handling enquiries

Reply and send an offer

When a new enquiry arrives, open it in the Messages tab. The Create offer panel walks you through three steps:

1. Confirm availability. You will see the date and time the client asked for. Choose Space is available, Propose alternatives if the slot is taken, or Decline enquiry if you cannot host the event.
2. Set your pricing. Choose how you want to price the event.
3. Set your booking confirmation requirements. Tell the client what you need before the booking is confirmed.

Steps 2 and 3 open once you have answered the step above, so work through them in order.

Add a personal note in Your message to [client name]. Use Use template to insert a saved message, and Attach files to send a menu, floor plan or brochure. When everything looks right, click Send offer.

Your initial pricing does not have to be final – it can change as you negotiate.

Read more

• How to reply to a User?
• How can I quote the User?

Adding templates

You can save frequently used messages as templates to speed up your replies. Click Use template to choose an existing template, or Create a new template to add one.

Read more: How can I add templates for my messages?

Enquiry: in progress

Use this status while negotiations are ongoing, or when the client needs more time to decide.

Booking confirmed

When the client decides to book your venue, mark the enquiry as confirmed once the deposit is paid or the contract is signed.

Choose a reason from the list, or add your own comment:

• Event happened / payment received
• Deposit / payment received
• Other – you can add comments and estimated quotes

Read more: When and how to confirm a Booking?

Enquiry was unsuccessful

If the client decides not to go ahead, or your venue is not available or suitable for the event, mark the enquiry as unsuccessful and choose a reason:

• The client didn't respond
• The client changed their mind
• The space is not available on the selected date
• Our venue doesn't host this type of event
• Other – add the reason in the notes and message the client to let them know

Read more: When and how to mark a Booking Enquiry as "unsuccessful"?

3. Adding team members

If you manage more than one space, you can assign a team member to a specific venue.

To send an invite, go to Settings > Team members and click Invite team member. The new member receives an email to set up their password and account.

Read more: Team Members

4. Updating the profile

To update venue information, pricing or photos, go to the Venues section and select the venue and space you want to update.

Read more: How to create and edit a Venue Profile (Venues)?

5. Suspension

A suspended venue does not appear in search results on the platform. You will receive an email and see a warning box in the Enquiries section with the reason for the suspension and the steps to resolve it.

Read more: Why has my Venue been suspended and how to remove the suspension?

Reason 1: auto-expiry

Enquiries sent to your profile auto-expire after 72 hours (3 business days) if there is no reply. Several auto-expired enquiries can lead to your account being suspended.

What to do: reply quickly. If you are not ready to send a quote, ask the client a question, or decline the enquiry so it does not expire.

Read more: Why shouldn't I let a Booking Enquiry auto-expire?

Reason 2: breach of platform policies

All communications about bookings must take place through the Tagvenue internal messenger. Under our Terms & Conditions, Venue Managers and clients are not permitted to exchange personal or contact details, or to communicate with each other, outside the platform.

Taking a conversation or a transaction off the platform is a material breach of the Terms. If that happens, any fees and commission owed are still charged, the cancellation policy no longer applies, and your account may be suspended or deleted.

If you need to decline an enquiry, send the client a short message and select a reason from the list. This keeps communication clear and transparent.

See Terms & Conditions for Venues, clauses 3.13 and 8.5.

6. Get more bookings

• Keep your listing up to date, especially photos and pricing.
• Add an event offer.
• Update your search keywords so your venue appears in the right event categories.
• Synchronise your calendar.
• Update your availability calendar.
• Reply quickly and keep the conversation going.
• Ask for reviews after the events.
• Monitor your stats to check your performance.

More tips are on our blog: How to get more bookings on Tagvenue.

#Supervenue programme

The #Supervenue programme recognises our best performing venues – those that handle enquiries flawlessly.

How venues become #Supervenues

7. Terms & Conditions

Our mission is to connect clients looking for venues with venues. Listing with Tagvenue is free, and we take commission from successful bookings made through our platform.

Full details: Terms & Conditions for Venues.

Total payment

The Total Payment is the base of the commission. It consists of:

1. The amount agreed to be payable by the client to the venue under the Agreement. This includes, without limitation, venue hire, minimum spend, Tagvenue commission, and the provision, hire or letting of goods or services by a Venue Manager to a client on the event date(s) – including venue hire, accommodation, catering, service charge, AV equipment, corkage fee, music, decorations and lights, backdrops, room services, cleaning fees, setup fees, security, equipment, sound/AV technician, staff, models, photographers, cloakroom attendant, greeter and/or hostesses, event fees, applicable taxes, cancellation fees, non-refundable deposits for cancelled events, and all other ancillary services required for the event that are provided or facilitated by the venue or its partner.
2. Any additional charges – amounts not included in the initial Agreement that become payable on or after the event date(s) for services or goods associated with the event.
3. Any and all amounts payable by the event attendees.
4. Plus Sales Tax / GST / HST / PST / VAT, whichever applies in the given country, for bookings made in the USA, Canada, Australia, Singapore and Ireland – but excluding VAT in the United Kingdom.

Commission rates

The Terms & Conditions for Venues are the authoritative source – if this article and the T&Cs ever differ, the T&Cs apply.

8. Contact us

Most common questions are answered in other articles of our Help Centre. If you need anything else, submit a request and we will be happy to help.