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What
What
Phase 1 - relates to all tasks that need to be undertaken before an offsite is locked in
When we receive an offsite enquiry, the first assessment that needs to be made is whether the enquiry is either:
The workflow of the steps that need to be undertaken in Phase 1 is below
Who
Who
Office Admin + James
When
When
When receiving an offsite enquiry
Where
Where
Calendar
Email
Why
Why
It is important that all offsite enquiries are responded to quickly and efficiently
Steps to Complete task ☑️
Steps to Complete task ☑️
Step 1: Check calendar for availability
Step 1: Check calendar for availability
Ensure that the date is free. If the date has something else on, please proceed to step 2
Step 3: Update calendar and place HOLD as instructed on How to Manage James' Calendar for Conferences
Step 3: Update calendar and place HOLD as instructed on How to Manage James' Calendar for Conferences
Step 4: Ensure the enquiry is logged into the system (AC, Monday.com, spreadsheet)
Step 4: Ensure the enquiry is logged into the system (AC, Monday.com, spreadsheet)
Step 5: Gather requirements and details from client
Step 5: Gather requirements and details from client
Engage with the client to gather detailed information about their needs, objectives, budget, preferred dates, number of participants, and any specific requests or preferences for the offsite event
Step 6: When necessary, craft a tailored proposal outlining our offerings and recommendations
Step 6: When necessary, craft a tailored proposal outlining our offerings and recommendations
Based on the gathered information, prepare and provide the client with an initial proposal outlining the proposed offsite program, including activities, duration, venue options, pricing, and any other relevant details. If possible, include multiple options to cater to different preferences or budget constraints.
Step 7: Follow up and address any further queries
Step 7: Follow up and address any further queries
After sending the initial proposal or quotation, follow up with the client to ensure they received it and address any further queries or concerns they may have. This could involve additional negotiation or customization of the proposal based on client feedback
Step 8: Obtain client confirmation
Step 8: Obtain client confirmation
Once all queries have been addressed and the client is satisfied with the proposed offsite program and terms, obtain formal confirmation or approval from the client to proceed with the booking
Step 9: Finalize details and secure agreement from the client
Step 9: Finalize details and secure agreement from the client
Draft and finalize the agreement outlining the terms and conditions of the offsite event, including payment terms, cancellation policies, and any other relevant clauses
Step 10: Prepare for handover to Phase 2
Step 10: Prepare for handover to Phase 2
Ensure all necessary information and documentation related to the enquiry are compiled and organized for a seamless handover to the team responsible for Phase 2: Pre-program Delivery
Last Update Date: 12/04/2024
Updated By: Marielle
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