module C5:
MANAGe event detailS

At The Vow Exchange we invite the couple to customize certain aspects of their ceremony. Below are instructions for the following:

  • Publishing the Event Details Questionnaire by package
  • Review Event Details Responses

NOTE: module C4: confirm contract signature must be complete BEFORE COMPLETING THE following STEPS.


PUBLISHING the Event Details Questionnaire by package

DEADLINE: WITHIN 1 WEEK OF CONFIRMED CONTRACT AND NO LESS THAN 4 WEEKS PRE-EVENT

STEP 1:

Log into Wedding Wire & open the customer's client page in "Bookings".

Step 2:

Click "Create" in the "New Questionnaire" box.

Step 3:

Select the questionnaire for the client's chosen package.

Step 4: 

Click "Publish Questionnaire" button. Repeat steps 2 & 3 to include the second questionnaire for customers with CAKE & CHAMPAGNE or BOTTLES & BITES packages

STEP 5:

Click "Use an Email Template" and select
"EVENT DETAILS PUBLISH" for all ceremony only events
"EVENT DETAILS PUBLISH - 3 HOUR" for all ceremony + cake & champagne events
"EVENT DETAILS PUBLISH - 4 HOUR" for all ceremony + bottles & bites events.

STEP 6:

Edit the body of the email to display correct information.

STEP 7:

Scroll to the bottom of the browser window, update the signature, ensure "Send me a Copy" is selected and click "Send Email".

STEP 8:

Log into Booker and select "Workflow" on the drop down under the "Manage Customers" tab.

STEP 9:

Open the customer's Booker profile page and click the "Details" tab.

STEP 10:

Under "EVENT MANAGEMENT" header, click the drop down next to "EVENT SET UP".

STEP 11:

Select "05-3 WEEK CONFIRM FINAL BALANCE ON BOOKER" on drop down and click "SAVE" on bottom right of the window.


reviewing THE EVENT DETAILS responses

DEADLINE: WITHIN 1 WEEK OF SUBMISSION

step 1:

Log in to the TVX Bookings email and locate the Questionnaire Notification.

Step 2:

Open in Wedding Wire and review the submitted answers.

step 3:

Flag and address any response that is confusing, unclear, or against policy directly with the couple.

step 4:

Flag any response(s) that would affect the scheduling of a service provider such as the couple declining our officiant or our flowers.

step 5:

If needed, direct the couple to update or clarify any response directly on the Questionnaire. DO NOT UPDATE THE QUESTIONNAIRE FOR THE COUPLE OR MAKE A PERSONAL NOTE FOR THE REQUEST!! All answers MUST be on this questionnaire and in the customer's own wording.

STEP 6:

Any aspect of the questionnaire that is discussed or clarified with the couple must be noted in the notes section of the couple's Wedding Wire profile.

NOTE: THE QUESTIONNAIRE RESPONSES WILL BE PASSED DIRECTLY TO THE SERVICE PROVIDERS. ANY INFORMATION NOT INDICATED ON THE QUESTIONNAIRE WILL BE MISSED BY THE SERVICES PROVIDERS.


NEED HELP?

Ran into a hiccup setting up the Event Details Questionnaire, or have a question on a submitted response? Contact your Location Manager for assistance with these topics.