Responding to Enquiries

This help document will explain how to respond to enquiries. 

How to respond to Enquiries

An enquiry from one of our website users or corporate booking agents will be received via e-mail. 

There are two ways in which to view and respond to enquiries that you receive. 

You can either click on the link within the e-mail you received which will take you to www.myeventschannel.com and the enquiry. You must ensure that you are logged in as a user on www.myeventschannel.com to view and respond to the enquiry. 

Alternatively, you can simply log in to www.myeventschannel.com and monitor your enquiries as they come through on the portal. 

On your dashboard, you will see two boxes - "Today's Outstanding Enquiries" and "Older Outstanding Enquiries". 

Any enquiries that you have received today and have not yet responded to will drop into the "Today's Outstanding Enquiries" box. Any enquiries older than today, that have not yet been responded to will drop into the "Older Outstanding Enquiries" box and you can still respond to this enquiry. 

Clicking on the enquiry reference number will take you to the enquiry brief where you can either respond to the enquiry or decline the enquiry. 

If you do click the decline button please ensure that you select a decline reason and add in a footnote, then press send. This will send the decline back to the agent who will then remove your venue from their shortlist. 

If you do wish to respond, please click the green respond button. 

This will take you to the response page where you must complete all the fields with the required information. 

The enquiry will then be locked for 60 minutes to prevent another user from editing the response and you will able to respond within the 60-minute time frame.

Holding Status Explained

• 1st Option - please select this option if you have no other enquiries or bookings for the required date and if you wish to be selected for this enquiry. 
• Joint 1st Option - If you select this option this means that you already have provisional bookings for the requested date but you are still willing to hold this enquiry as a 1st Option. 
• 2nd or 3rd Option - You will be holding this enquiry provisionally on a 2nd or 3rd option. 
• Not Held - You aren't holding this enquiry on any priority option. 

Contact E-mail - This is the person who is logged in and responding to the enquiry. 

Contact Name - This is who is responding to the enquiry.

Held Until - This is how long you are willing to hold the space for this enquiry for and when you will release the space that you are holding for this enquiry. 

Dates Available - Add in available dates if no specific dates are mentioned. 

You will be able to allocate the meeting room for the enquiry using the Pick a Room functionality. There is also a link to enable you to complete any missing information for your meetings so the room can be allocated on the RfP 

Please click on the below video link which will explain how to complete the RfP in more detail:

https://www.youtube.com/watch?v=KhPgFk_ZwSU&feature=youtu.be

If you have Day Delegate Rates loaded for your venue profile, you can import these directly into the RfP which will save you time manually typing in the details:

Complete the remaining details as necessary and then move down to the charge lines. Move through the data fields by using the TAB key on your keyboard. 

All of the fields in the charges table have been filled in by the agent sending the enquiry however these can be amended by yourself. Any information added to the charges table will automatically work out the total of the charges. Please ensure that you read the charges for how the enquiry is being priced up e.g. priced per item. 

If you continue to scroll down the page you will be able to view the original enquiry information from the agent. 

Once you have finished click SUBMIT to submit the enquiry to the agent or QUIT to cancel.