Ever felt like you’re putting your heart and soul into your venue or event services, only to get ghosted by potential clients? It’s not just you—today's couples and event planners have endless options, and it's easy for your messages to get lost in the mix. The good news? By adjusting a few communication habits, you can go from being another option in their inbox to the obvious, clear winning choice they can't resist.
Let's dive into the top 7 communication mistakes that could be scaring away potential clients—and how to fix them with a little charm and strategy!
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1. Your Vibe Isn’t Shining Through
Imagine reaching out to a venue and getting back a generic message that sounds like it came from a robot. Boring, right? When clients enquire, they’re hoping to get a feel for who you are, not just what you offer. They want to know that you’re real and relatable.
Fix it: Let your personality show! Use friendly language, and throw in a little extra sparkle. For instance, instead of “Thank you for your enquiry,” try “Hi there! Thanks for reaching out—we’re thrilled to hear about your big plans!” And why not share a fun story? “Last month, we hosted a garden wedding that transformed our space into a magical forest! Tell us your vision—we’d love to bring it to life.”
This genuine warmth sets you apart, making it easy for clients to remember you as ‘the one who really understood us’
2. You’re Giving Too Much, Too Soon
We all know it’s tempting to show clients everything you can do from the get-go. But too much information can feel overwhelming, especially if they’re just testing the waters.
Fix it: Take it slow. Start by asking a few simple questions to understand their vision. Instead of diving into your complete service list, try something like, “We’d love to hear about your dream day. Do you have a theme in mind, or any must-haves?” This keeps the conversation light and lets you connect on a personal level before you start talking numbers and packages.
Think of it as dating: don’t rush the relationship—build a little excitement first!
3. They Don’t Feel Like You ‘Get’ Them
People want to feel heard, and events like weddings are all about making dreams come true. If you jump to conclusions or skip over the details, they may feel like you’re not fully on board with their vision.
Fix it: Ask specific, heartfelt questions that show you’re really listening. For example, “What’s the one thing that would make your day unforgettable?” Or, “Are there any personal touches you’d love to see incorporated?” Then, reflect their answers back in your responses: “I love the idea of having a lavender-themed garden wedding! We can already picture how beautifully it would work in our space.”
This shows you’re in tune with their vision and builds trust right from the start.
4. Your Follow-Up is Weak
Picture this: a client reaches out, you respond and then… silence. Why? You responded, right? The trick is how you respond. Was it timely? Did it answer all their questions? Did it show personality or was it a template reply? Even the most interested clients can lose momentum if you don’t follow up properly.
Fix it: When you follow up, make it personal. Say, “Just checking in to see if you have any questions. We recently hosted a similar event and would love to share a few photos for inspiration!” And don’t hesitate to ask questions like, “Is there anything holding you back? We’d love to address any concerns.”
Sometimes, all they need is a little nudge or reassurance to take the next step.
5. They Feel Like Just Another Enquiry
Ever had an experience where you felt like a number, not a person? It’s a major turn-off. Each client wants to feel like their event matters and that they’re not just another job on your to-do list.
Fix it: Personalise every interaction. Use their names, mention details they’ve shared, and show genuine excitement for their unique event. Instead of a generic, “Looking forward to hearing from you,” try, “Can’t wait to chat about your beachfront theme! We’re already envisioning how perfect it would look at sunset.”
This extra touch helps clients feel valued and understood, which goes a long way in building a connection.
6. You’re Not Confident in Your Responses
Imagine asking a venue a simple question, and getting back an answer that’s vague or uncertain. Not reassuring, right? If you’re not confident in your expertise, clients won’t feel confident in your services.
Fix it: Prep yourself! Have quick-reference notes on hand with the key points about your venue—policies, packages, inclusions. When clients hear you answering confidently, they’re more likely to feel you’re the right choice. For instance, if they ask about specific options, try, “Yes, we can absolutely accommodate that! We’ve got a list of trusted suppliers we can recommend who will make your event even more magical.”
Your confidence will ease any doubts they might have.
7. Your Lack of Social Proof
A picture’s worth a thousand words, and in the event world, it’s often worth a thousand bookings! When clients can see examples of your past events, they get a real sense of what you can do.
Fix it: Bring on the visuals! Showcase photos, testimonials, and event stories from past clients on your website, in emails, and even during in-person tours. For example, “Take a look at how we transformed the space for a dreamy winter wedding last year—the couple loved it! Here’s what they had to say…” This reassures clients that others have trusted you and been thrilled with the outcome.
Ready to Get Booked Solid?
Turning leads into bookings doesn’t have to be complicated. With a few genuine touches and strategic tweaks, you can build relationships that leave clients eager to say “yes!” By making each client feel heard, valued, and excited, you’re not just selling a venue—you’re offering an experience they’ll want to be part of.
And if you’re looking to sharpen these skills even more, check out our Sales Workshops and training program at The Vibe Tribe. We’re here to help you master the art of client communication, so you can turn enquiries into fully-booked calendars and unforgettable events!
Firstly, ‘in-house marketing’ means your marketing will be done by people who are hired by your company, and you don’t use a third party to manage your marketing. In the spirit of fairness, we will concede that hiring an in-house marketing team can promote cohesive branding because as your employees, the team will be fully aligned with your vision and goals.
HOWEVER! A major downside is that to run an effective in-house marketing team, you will need to hire the right people which can be a long and exhausting process. Then you take on the responsibility of salaries, sick leave, annual leave, superannuation, and other onboarding costs of each employee, before then needing to find them desk space, manage performance, training, and handle office politics! If you need to scale up your marketing program rapidly, you may be slowed down by having to find and hire more employees. It’s very common for in-house marketing teams to get stuck in a rut with creative styles and repetitive marketing strategy; and if a key member of your team quits, your entire marketing program may freeze until you can find a replacement. Many business owners mistakenly believe that an external marketing agency is too costly and unaffordable, but when you compare it to the ongoing costs of an employee, or several employees to make up your in-house team, the benefits of an agency begin to reveal themselves!
Depending on your marketing needs, your team will require several different skill sets to cover the many facets of marketing – such as website design and development, social media management, advertising, content creation, graphic design, SEO copywriting, email marketing, – the list goes on and on! That’s several different employees on your payroll to encompass all of those required talents, whereas that range of skills and expertise is inbuilt with your chosen agency.
For example: at The Vibe Tribe, there are 6 staff that all have a very broad knowledge, understanding and experience with social media management and marketing. Any one of us could competently care for your marketing requirements. But on top of that, each team member has a very specific role, and expert knowledge within their specialist field. We have a dedicated copywriter. A website wizard. A graphic designer who is also an actual artist in her own right. A queen of content creation.… you get the drift. So together we make a formidable team of marketing mavens that have the creativity, expertise and experience required to create, plan, and manage your requirements.
Agencies are also very well connected, meaning they have many more resources, tools and contacts at their disposal to get the job done quicker and more effectively than an in-house team. If you were ever in need of supplementary marketing services – advertisement script writing, video production or PR services for example – your best bet would be an agency. And when it comes to must-have technologies (and keeping up with those technologies and staying abreast of the trends), digital subscriptions, necessary tools, software, work-flows and streamlined processes that are built for volume, efficiency and quality, agencies again take the cake.
In terms of what we believe to be the most important aspect of marketing, we wholeheartedly believe that agencies also win with creativity, originality and innovation. Now, we are absolutely not saying that in-house teams are not creative – they certainly are! However, where agencies have the edge is that they are full of dynamic people and creative energy on the daily, which helps them take on several projects at once with ease; and consistently come up with fresh perspectives, original ideas and content.
If you do choose to hire internally, then an agency might be needed for a short period of time before your in-house team gets set up and flowing. Or you may need to hire an agency for a specific project that your in-house team can’t accommodate. Or we may have convinced you well enough by this blog to hire an external agency (pick us, pick us!) Regardless of your requirements, in whatever capacity you need them, agencies add massive value to your marketing, business and ultimately – your profits. The bottom line is simply this – an agency focuses on one thing and one thing only – your company’s marketing strategy, allowing you to focus on all the other aspects of your successful and growing business!
If you would like to chat about what a marketing agency can do for your business – reach out to us at The Vibe Tribe – we would love to chat!
Ever felt like you’re putting your heart and soul into your venue or event services, only to get ghosted by potential clients? It’s not just you—today's couples and event planners have endless options, and it's easy for your messages to get lost in the mix. The good news? By adjusting a few communication habits, you can go from being another option in their inbox to the obvious, clear winning choice they can't resist.
Let's dive into the top 7 communication mistakes that could be scaring away potential clients—and how to fix them with a little charm and strategy!
1. Your Vibe Isn’t Shining Through
Imagine reaching out to a venue and getting back a generic message that sounds like it came from a robot. Boring, right? When clients enquire, they’re hoping to get a feel for who you are, not just what you offer. They want to know that you’re real and relatable.
Fix it: Let your personality show! Use friendly language, and throw in a little extra sparkle. For instance, instead of “Thank you for your enquiry,” try “Hi there! Thanks for reaching out—we’re thrilled to hear about your big plans!” And why not share a fun story? “Last month, we hosted a garden wedding that transformed our space into a magical forest! Tell us your vision—we’d love to bring it to life.”
This genuine warmth sets you apart, making it easy for clients to remember you as ‘the one who really understood us’
2. You’re Giving Too Much, Too Soon
We all know it’s tempting to show clients everything you can do from the get-go. But too much information can feel overwhelming, especially if they’re just testing the waters.
Fix it: Take it slow. Start by asking a few simple questions to understand their vision. Instead of diving into your complete service list, try something like, “We’d love to hear about your dream day. Do you have a theme in mind, or any must-haves?” This keeps the conversation light and lets you connect on a personal level before you start talking numbers and packages.
Think of it as dating: don’t rush the relationship—build a little excitement first!
3. They Don’t Feel Like You ‘Get’ Them
People want to feel heard, and events like weddings are all about making dreams come true. If you jump to conclusions or skip over the details, they may feel like you’re not fully on board with their vision.
Fix it: Ask specific, heartfelt questions that show you’re really listening. For example, “What’s the one thing that would make your day unforgettable?” Or, “Are there any personal touches you’d love to see incorporated?” Then, reflect their answers back in your responses: “I love the idea of having a lavender-themed garden wedding! We can already picture how beautifully it would work in our space.”
This shows you’re in tune with their vision and builds trust right from the start.
4. Your Follow-Up is Weak
Picture this: a client reaches out, you respond and then… silence. Why? You responded, right? The trick is how you respond. Was it timely? Did it answer all their questions? Did it show personality or was it a template reply? Even the most interested clients can lose momentum if you don’t follow up properly.
Fix it: When you follow up, make it personal. Say, “Just checking in to see if you have any questions. We recently hosted a similar event and would love to share a few photos for inspiration!” And don’t hesitate to ask questions like, “Is there anything holding you back? We’d love to address any concerns.”
Sometimes, all they need is a little nudge or reassurance to take the next step.
5. They Feel Like Just Another Enquiry
Ever had an experience where you felt like a number, not a person? It’s a major turn-off. Each client wants to feel like their event matters and that they’re not just another job on your to-do list.
Fix it: Personalise every interaction. Use their names, mention details they’ve shared, and show genuine excitement for their unique event. Instead of a generic, “Looking forward to hearing from you,” try, “Can’t wait to chat about your beachfront theme! We’re already envisioning how perfect it would look at sunset.”
This extra touch helps clients feel valued and understood, which goes a long way in building a connection.
6. You’re Not Confident in Your Responses
Imagine asking a venue a simple question, and getting back an answer that’s vague or uncertain. Not reassuring, right? If you’re not confident in your expertise, clients won’t feel confident in your services.
Fix it: Prep yourself! Have quick-reference notes on hand with the key points about your venue—policies, packages, inclusions. When clients hear you answering confidently, they’re more likely to feel you’re the right choice. For instance, if they ask about specific options, try, “Yes, we can absolutely accommodate that! We’ve got a list of trusted suppliers we can recommend who will make your event even more magical.”
Your confidence will ease any doubts they might have.
7. Your Lack of Social Proof
A picture’s worth a thousand words, and in the event world, it’s often worth a thousand bookings! When clients can see examples of your past events, they get a real sense of what you can do.
Fix it: Bring on the visuals! Showcase photos, testimonials, and event stories from past clients on your website, in emails, and even during in-person tours. For example, “Take a look at how we transformed the space for a dreamy winter wedding last year—the couple loved it! Here’s what they had to say…” This reassures clients that others have trusted you and been thrilled with the outcome.
Ready to Get Booked Solid?
Turning leads into bookings doesn’t have to be complicated. With a few genuine touches and strategic tweaks, you can build relationships that leave clients eager to say “yes!” By making each client feel heard, valued, and excited, you’re not just selling a venue—you’re offering an experience they’ll want to be part of.
And if you’re looking to sharpen these skills even more, check out our Sales workshops and programs at The Vibe Tribe. We’re here to help you master the art of client communication, so you can turn enquiries into fully-booked calendars and unforgettable events!
