Module C7: 
2 WEEK CREATE EVENT OVERVIEW

The big day is just 2 weeks away! Now is the time to cut off our customer from making further changes to their event and to wrap up those last loose ends. Follow the steps below to finalize the event details questionnaire & create the Event Overview.


note: Module C6: 3 week wrap up must be completed before completing the following steps.


finalize the EVENT DETAILS QUESTIONNIARE

DEADLINE: 2 WEEKS PRIOR TO EVENT DATE

STEP 1:

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

STEP 2:

In the Event Details Questionnaire box, click the "View" button.

STEP 3:

Note any blank responses on the Questionnaire. If the Questionnaire is already complete, skip to "CREATE EVENT OVERVIEW" below.

STEP 4:

Log in to the customer's booking page in Wedding Wire.

STEP 5:

In the middle of the page, click the "Client Site" button.

STEP 6:

Log into the client's page using their 8 digit wedding date (mmddyyyy).

STEP 7:

Click on the package questionnaire to view and click "Edit" on the top right corner.

step 8:

Review any questions that are left blank and fill in with the "default" answers from the 3 WEEK EMAIL and click "Save".


CREATE EVENT OVERVIEW IN BULLETIN BOARD

DEADLINE: IMMEDIATELY FOLLOWING - FINALIZE QUESTIONNAIRE

STEP 1:

Log in to the "booking@thevowexchange.com" Google Drive and locate the "HOST NOTES" folder.

STEP 2:

Locate the Host Notes template for the couple's selected package and "Make a Copy".

STEP 3:

"Rename" the copy using the following structure:
- 2 letter code for the location + a space, a hyphen, and another space (ex: XR - )
- 4 digit month & day of the event + a space, a hyphen, and another space (ex: 01/01 - )
- 4 digit time of the month + "am" or "pm" +  a space, a hyphen, and another space (ex: 12:00pm - )
- the first & last name of the main contact for the event (ex: Miss Piggy)
(EXAMPLE OF A COMPLETE FILE NAME: XR - 01/01 - 12:00PM - Miss Piggy)

STEP 4:

"Move to" the "BULLETIN BOARD". Note: the document name will automatically sort it in the correct order in the list view.

step 5:

Open the document and update: 
TOP LINE: (Enter both participant's full names, event day of the week, date & time)
Package: (enter the couple's package as noted on Booker)
Host: (enter the name of the host assigned to the event on Booker)
Event Time: (enter the start and end time as noted on Booker)
Host Arrival Time: (enter 1.5 hours before the event start time)

Officiant: (enter the name of the officiant assigned to the event on Booker or "CUSTOMER PROVIDED")
Photographer: (enter the name of the photographer assigned to the event on Booker or "CUSTOMER PROVIDED")
Florist: (enter the name of the florist assigned to the event on Booker or "CUSTOMER PROVIDED")

STEP 6:

Return to the customer's booking page in Wedding Wire.

Step 7:

In the Event Details Questionnaire box, click the "View" button.

STEP 8:

Copy all information under "QUESTIONS" 

Step 9:

Return to the "EVENT OVERVIEW" document on the Google Drive.

STEP 10:

Select the two side by side  "****************" lines and "Paste with out formatting". Note: the information should paste into 2 side by side columns.

Step 11:

Close the document window. Note: Google Drive automatically saves your work so as long as you are connected to the internet.


DOWNLOAD EVENT DETAILS QUESTIONNAIRE(s)

DEADLINE: IMMEDIATELY FOLLOWING - CREATE EVENT OVERVIEW

STEP 1:

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

STEP 2:

In the Event Details Questionnaire box, click the "View" button.

STEP 3:

Click drop down next to "Email Questionnaire" and select "Print Questionnaire".

STEP 4:

In the print dialogue box, select "Save PDF" and click "Save"

STEP 5:

Rename the file with the main contact's "FIRST NAME LAST NAME + hyphen + Q" (add "2" to the second Questionnaire for events with a 2nd Questionnaire) and select the following destination for the saved PDF:
- Google Drive
- COMPLETED QUESTIONNAIRES folder
- click save

Step 6:

Open the COMPLETED QUESTIONNAIRES folder on the Google Drive, locate the newly saved Questionnaire(s) and view/open to ensure the document accurately saved.


Step 8:

In the Event Details Questionnaire box, click the "View" button.

Step 9:

Click the arrow next to "Email Questionnaire", select "Discard this Questionnaire" from the drop down menu and click "YES" when prompted.

STEP 10:

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

STEP 11:

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

STEP 12:

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

STEP 13:

Select "12-2 WEEK CONFIRM FINAL PAYMENT" on drop down and click "SAVE" on bottom right of the window.


Need Help?

Having trouble finalizing the questionnaire or creating the EVENT OVERVIEW? Contact your Location Manager for assistance with this Module.