SERVICE PROVIDER availability

The Vow Exchange offers event bookings for multiple days and times each week. We offer self-serve bookings online for Friday evenings, Saturday afternoons and Saturday evenings. Excluding Holiday Weekends, The Vow Exchange offers 6 total event spots every weekend of the year. The Vow Exchange does accommodate for Sunday and weeknight events by request. It is the job of the Event Manager to ensure all scheduled event bookings are assigned Service Providers based on the services included in the event booking. 

 

step1: Acquiring Service Provider Availability

At The Vow Exchange, we invite our service providers to work as little or as much as they would like. So that we know when they would like to work, we ask our Service Providers to indicate their availability using our Service Provider Matrix (SPM). The SPM displays confirmed bookings including date, time & package. Service Providers are to indicate their availability using the directions below. See below link to view a sample SPM:

We request each Service Provider to follow the below guidelines when indicating their availability:

- Sign up for a minimum of one to two event blocks (block = 2 events back to back) a month every month.

- Be available for the entire block (2 events back to back) even if only one event in the block is currently booked.

- Indicate their availability for the next 2 months at all times.
(As most every weekend in the year has bookings, to ensure we are able to cover every one we need to know their availability 2 months in advance.)


ADDING AN EVENT TO THE SPM

DEADLINE: 7 DAYS POST CONFIRMED BOOKING

Follow the below steps to add a new event booking to the SPM for Service Provider availability.

step 1:

Using the provided link to your location SPM, open the spreadsheet in Google Drive.

Step 2:

Locate the month of the booking on the SPM and create a new row in order based on the date & time of the new event.

Step 3:

Copy the Sample row formatting at the top of the document and paste into the newly created row.

Step 4:

Update the information for the Client's Names, Date, Time & Package based on the information provided on the Booker reservation.

Step 5:

Copy and paste a "grey cell with N/A" under the names for Service Provider categories that are not included in the package. See the below guide to services provided for each package:


Services assigned to each package

The Run Away

 1 Host
Officiating

The Hayloft

1 Host
Officiating

The stable

1 Host
Officiating

The barn

1 Host
Officiating
Flowers
(Bride & Groom only)

The Farmhouse

1 Host
Officiating
Photography
Flowers
(Bride & Groom only)

The Prairie House

1 Host
Officiating
Photography
Flowers
(Bride, Groom & Bridal Party)

The Homestead

2 Hosts
Officiating
Photography
Flowers
(Bride, Groom & Bridal Party)
Wedding Cake

Premium Packages

Services based on a signed contract with the couple.


Step 6:

Notify the Service Providers of newly added bookings needing their availability. Note "URGENT" for any new event scheduled with in the next 2 months. 


need help?

Contact your location/event manager for questions regarding setting your event availability or other scheduling questions.

Thank You!