Our booking process in 10 easy steps
It can sometimes be daunting when planning for a special event. Dealing with the many suppliers, many things to organise and take into account.
With our mobile bar hire, we have taken the time to nurture a system that makes the whole process so much easier. giving you peace of mind and making sure the booking is as you want it to be.
We have broken down the whole process from your initial enquiry to completion of the event. Giving you an insight of what will happen and when.
1. Your Enquiry
This is where it all begins, we receive your enquiry for our bar hire services. One of our team will pick up your enquiry and we will send a welcome email and answer any initial queries you may have. If your enquiry is urgent we will follow up with a call to speed the process up.
We aim to answer all enquiries within 2 hours, but, this can be longer during our busy periods. We may well be busy with another customers event.
2. Our Response
At Filly & Foal, every event will be dealt with on an individual basis, after all your event is special to you and to us. We won’t spam you with packages that may not be suitable for your event.
You’ll receive a welcome email, this will include a link to complete our questionnaire. The reason for this is to grab specific details about what you are looking for. If we don’t have any packages suitable this will allow us to offer you a bespoke package.
Also included is a link to your own customer portal, more on our online portal next…….
3. Your Online Portal
We are very proud of our customer portal. I remember when planning our wedding how stressful it could be trying to keep on top of emails, quotes and contracts from many suppliers.
The portal eliminates this as all the documents, conversations and emails are in one handy place. You can sign in with your email address, it also allows us to collaborate on your event. Upload photos or Pinterest boards and we can send over menus and ideas.
4. Questionnaire Submission
When you have completed your questionnaire this will be submitted to us. Once received we will work on your event proposal and will send across all the suitable products that are of interest. This will include any costs.
Remember if you want a bespoke package that we currently do not offer. Drop any requests onto the form and we will start work on a bespoke package for you.
5. Quote/Prices Supplied
Once we have reviewed your form we will send over a quote proposal. This is broken down into 3 elements, they are – booking, hire and any extra packages, more on these below;
This fee covers things such as holding a date for you, staffing, glass hire and licensing. It is a one-off fee, its worth noting that this fee is refunded if bars spends are reached at your event.
This cost is only relevant for certain hire types such as dry hire. If you are having a cash or host bar the fee is always FREE. Unlike other companies, there is never any extra fees.
Optional Add on Packages
Add on packages are for things that are on top of a standard bar hire of your choice. For things such as arrival drinks, wine for the table or toasting. And special packages such as Cocktail master classes, Artisan Gin Bars, Pimms and Prosecco to name but a few.
6. Accept or Decline
Once you have received your quote proposal and have had time to take a look, this is the time when you can let us know if anything needs tweaking or amending.
We appreciate that with weddings and events things change. Don’t panic if something needs to amended later it’s not a problem we will make it happen for you regardless.
Once you have decided if we are the right fit for your event, we can issue contracts
7. Contracts & Invoices
We cannot stress how important it is to get your chosen supplier to supply a contract for their services. Time and time again we receive last-minute phone calls from customers who have been let down by their supplier.
Also, most insurance companies will not insure services without a valid contract. When you are ready to book with us we supply an in-depth contract for our services to you, this includes all the costs and important details about your event along with our obligation to you and your obligations to us such as paying deposits etc.
On completion of the contract, you will be supplied with the invoices. Starting with a deposit for the hire, and then balance payments as per the agreed plan.
8. Payment Terms/Options
Invoices and payments terms will always be available to view in your online portal, along with contracts and emails.
The invoice is broken down into the initial deposit payment, this is to hold your date etc.
Followed by any balances payable, this is the due 30 days prior to the event.
This is for anything else you may have chosen such as arrival drinks packages etc.
If you would prefer to pay your booking at times more suitable to you, we can also offer bespoke payment plans that work with your budget. The most popular plan is to split across equal monthly payments.
9. Pre Event Catchup
We have most likely had a load of contact by now and all plans are in place. But from experience sometimes things change, it might be a small something like a change of service time or moving back arrival drinks to fit in with other elements of the day.
That’s why we like to catch up about a week prior to the day to go over the fine details for your event. We can do this over a coffee, have a quick Facetime call or whatever works for you?
10. Its Time For The Fun Bit
Step 10 is always the fun bit, all the plans have been made, the champagne is chilling and your bar is all set up and ready to go, sit back and enjoy your day.
You have chosen a bar hire company with a passion for events. So rest assured we will make sure you and your guests have a great bar experience from start to finish.