Event assistants: booking briefing calls and venue visits

Put the steps before an event on your booking page: a briefing call clients book by phone or video, and a venue visit booked on site a few weeks before the date. Give each its own length and description, ask for the running order and supplier list beforehand, and leave every meeting with a written plan for the day. Clients book preparation at a time that suits them, and you arrive on the event day already knowing the venue, the people and the timings.

A briefing call covers the plan: running order, key moments, suppliers, contacts. A venue visit covers the place: access, load-in, power, rooms, where guests arrive and where things can go wrong. On Book, each service has a name, a price and an optional description shown on your public page, and each slot belongs to one service, sits within one day and has its own capacity.

Durations and prices are examples: set your own. Say whether preparation is included in your day rate or charged separately.

When a client books your day support, book these steps yourself from your calendar at the right dates. First and last name are required, email and phone optional; enter the client's email so they receive a confirmation with a calendar file for each step. Book doesn't send reminders, so having every step in their calendar keeps the preparation on track.

The booking form takes first name, last name, email and phone, plus an optional note that reaches you in the new booking email and appears in the client's calendar file. Ask in the description for the event date, the venue and the main contact on the day, and invite the client to email the running order, the supplier list and the floor plan before the call, so the call is spent on decisions rather than reading.

Walk the route guests will take, check the load-in for suppliers, find the power points, the toilets, the quiet room and the emergency exits, and meet the venue manager. Note parking for suppliers and the latest times for music and pack-down. Check mobile signal too, and agree with the venue manager how to reach them on the day if something breaks. Take photos to share with the client and suppliers.

Venue visits need the venue to be free and the client to be there. Open visit slots on weekdays when venues are quieter, and say in the description that the client should confirm access with the venue first. If you have several events at one venue, group visits on the same day. Slots repeat each week on the weekdays you choose until an end date, which suits a regular visit afternoon.

Book doesn't create video links. Put a fixed meeting link in the description of the briefing call, or send it by email after booking, so clients in another city can brief you without travelling.

Weddings and ceremonies may have a rehearsal the day before. If you attend, offer it as its own service with a fixed length, and book it yourself once the client confirms the time with the venue and officiant. A rehearsal is where you meet the families and the key people, so the day itself runs with less explaining.

After the visit, send a one-page plan: arrival times, contacts, key moments, the layout and the fallback options for rain or delays. Share it with the planner or host and ask for corrections before the final run-through. Clients can't move bookings online: they contact you, and you move the step from your bookings list and confirm it yourself, since Book doesn't email clients about changes. Book costs €5/month, everything included: unlimited services and bookings, no commission, no contract.