Scheduling Follow Ups

Here's a fun and efficient tip for all my fellow event planners out there who are juggling countless tasks and client follow-ups. It's all about leveraging our booking systems and email platforms to ensure we never miss an opportunity for a repeat event. So, you've just wrapped up a successful event, and your client is thrilled. They're already expressing interest in making it an annual thing. While the details are fresh and the excitement is high, it's the perfect time to set yourself up for a seamless follow-up next year.

Here's the trick: schedule an email to yourself, right away, to be sent approximately 11 months from now. Why 11 months? It gives you a perfect window to reach out to your client, refresh their memory about the fantastic event you organized, and start planning for the next one. Sometimes, I will event schedule it a week before when the client inquired with me. For example, the lead pictured above inquired on January 11th, I went ahead and scheduled my follow up for January 1, 2025.

In your email, include all the critical details of the past event and any notes on what the client might want to repeat or change for the future. By sending this email to your customer support address, or whichever address is tied to your booking system, it will automatically populate in your system. This is a fantastic way to keep everything organized and at your fingertips!

I prefer this method over the traditional calendar reminder for a couple of reasons. Firstly, it allows me to easily pull up all the details of the previous event with just one click. No need to sift through documents or emails from a year ago; everything is right there in the email I sent to myself. Secondly, this approach gives me a structured template to follow up with the client. The email acts as a personalized checklist, ensuring I don't miss out on any details or special requests the client had for their next event.

Implementing this tip is starting to revolutionize the way I manage repeat events. It's not just about remembering to follow up; it's about making that follow-up as effective and detailed as possible. You don’t want to always automate a follow up with a client directly, as those emails are more likely to get deleted.

Plus, it's a great way to show your clients that you're proactive and genuinely invested in making their events memorable year after year and still maintaining personal contact. So, give it a try. Schedule that email and watch how it streamlines your sales process!