Qualify the enquiry
Capture the occasion, preferred date, attendance and requested space. Give the enquiry an owner and a clear next action.
VCMP Encore / PLANNING GUIDE
Private-hire booking and venue enquiry software
A practical evaluation guide for event-space enquiries, booking requirements and team run sheets in VCMP Encore.
Start with the business need.
Private hire starts with a conversation: an organiser has an occasion in mind, while the venue needs to understand the date, space, expected attendance and practical requirements. A date alone does not make a usable booking. Encore gives the venue a place to organise enquiries and visit details before handing the plan to the team. Evaluate it using the decisions your staff make every day, rather than a list of generic software features.
A practical evaluation, step by step.
Review the requirements
Walk through the diary and discuss the requested area, timings and extras. Record what needs approval before confirming.
Prepare the occasion
Bring the agreed booking details and notes into the operational handover. Check how staff find updated requirements.
Rehearse the change
Use a realistic late change to test the workflow: a different arrival time, attendance or room request. Confirm who updates the plan.
Bring a realistic example.
Illustrative demo: an organiser enquires about an evening reception, then asks to move the arrival time and add an extra requirement. Follow the request from enquiry ownership through to the team’s run sheet.
What to confirm before committing.
- Agree which details belong in the booking record and which remain in separate documents.
- Check how future bookings and important notes could be transferred.
- Confirm deposits, balances, cancellation handling and provider charges in the quote.
- Agree training, access and the support arrangements for launch.
Can Encore replace a spreadsheet for private-hire enquiries?
Encore brings enquiry organisation, booking details, a diary and run sheets together. A move from spreadsheets should begin with an agreed field mapping, a sample transfer and reconciliation of future bookings. Import scope and costs must be agreed.