How long do you keep the day open?

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How Long do you hold the date waiting for a signed contract and deposit?

  • I don't hold dates first signed gets the date

    Votes: 12 100.0%

  • I hold it for three days

    Votes: 0 0.0%

  • I hold it for seven days

    Votes: 0 0.0%

  • I hold it for 10 -14 days

    Votes: 0 0.0%

  • I go on their word and don't worry about a contract signature

    Votes: 0 0.0%
  • Total voters
    12
G

Guest

Guest
When you have a contract out for a wedding date, how long do you hold the date waiting for them to return the contract?

If while holding the date, you have other inquiries for the same date how do you handle it?
 
My contract goes out via email in a PDF format (typically; some folks still prefer snail mail). It is due back in 7 days, signed, along with the client's initial payment. Once the 7th day has past, the day is open for all takers.

If another inquiry comes along prior to the 7 days, the initial contract is given a phone call and right of first refusal.

Of course, this is what I've found works for me; your mileage may vary. :sqwink:
 
If they don't sign on the face-to-face they have 7 days to return the signed contract.

If someone else inquires about the date and we don't have a signed contract yet, we will explain to them that the date is being held to such and such date and if they like; we will gladly take their contact information and let them know the outcome one way or another.

If it's an inquiry via phone or email, there is no guarantee of holding the date until we see the "whites of their eyes" or a signed contract, whichever comes first.

Like DJ Zac, your mileage may vary!
 
For Newbies--Learn From My Lesson

First, I cannot vote because it really depends on the situation; while multiple inquiries for the same date are rare for me, every situation has worked itself out.

But here is a lesson that I learned two years ago!

Miserable old man contacts me via E-mail (in hindsight, he is a "miserable old man").

We exchange several E-mails between the hours of 7am and 8am. Naive little me is thinking, "I got this one!"

Yadda yadda yadda...being the 100% nice guy that I was, I say, "I'll reserve the date for you, but please let me know if you change your mind, so that I can open it for others," or something like that. That was my policy.

The miserable old man writes back, "Don't say NO to a customer."

I'm thinking, "Screw you, and I hope somebody else calls me now to book that date."

Nobody else called about that date, and he never called back.

Now, I am down to only 99% nice, and my policy really depends on how serious or how flakely the person I'm communicating with is.

edit: note to self: this is my post # 2 189, and I consider it the best post I have made to date.
 
We will hold a date for 24-48 hours at the most. If we do not have a signed contract AND retainer the date is still open. I have been burned WAY too many times in my first few years of operation to hold a date for any longer than that.

When we do our initial consultation with our potential clients we make it CRYSTAL clear that we work our customers on a first come first served basis. They all seem to respect and understand that there is a sense of urgency and importance for having great wedding entertainment (insert shameless plug here) to make their event memorable.
 
This post was started because I have been burned a couple times myself.

The most recent was a woman who I sent an imformation pack to. She called me and said we definately want to book the date. I faxed her a contract. Next day I called her and asked if she received it. She replied you are going to be upset, my aunt already put the deposit down on another DJ. I said oh, ok, thanks for letting me know have a great day.

Now a couple things 1. she didn't let me know if I didn't phone her I would still be waiting. 2. That same day, I turned down two other inquiries because she said "I definately want to book you".

I usually give them three days, it was ten. My sister owns a real estate company. Her advice was tell them first come first served, let them know that there are other inquiries for the same day. I really don't want to be high pressure however, I don't want to lose out on a possible booking again either.
 
After reading some of the responses here, I think that Coreen and I might have to "rethink" our hold the date policy.

I'll have her call an executive board meeting and we'll discuss it.

This is why this forum is so important. We can view and voice different opinions and even learn a new trick or two.

Thanks,

Kirby
 
ballphotodj said:
After reading some of the responses here, I think that Coreen and I might have to "rethink" our hold the date policy.
Click to expand...

Ya. Get on it.

However, remember the overused cliche (even worse than "Think outside the box"): "If it ain't broke..."

:)
 
I will, in certain instances, give them several days. But, because i can take their credit card over the phone, it's usually the first one to come up with the money. But, being a muliti-op, we can do more than one show a night.
 
Dynamic First-Come-First-Served

In our case, at no point on a particular date can there be an excess of 10 total "live" contracts booked or pending (awaiting return with signatures and deposit).

A pending, unsigned contract can go out with an expiration date. Make the expiration date 14 days from drafting, if your booking cycle is 8 months to a year out (less if you get inbounds are under that timeframe).

Clearly communicate the intent of no more than 3 follow-ups will be made before the contract expires.
1) Confirmation the contract arrived.
2) Clairify any questions.
3) Reminder of expiration date.

Each outbound call is a trial close.

But also track the responses you get. If, on that first callback, you get many "It's already been sent back; you should be getting it soon" responses, you know your presentation and materials are clearly describing your services.

If you find yourself on that second call more often than most, your presentation is not matching your materials - you are sending a confusing messege to your prospect. Re-evaluate both your marketing and your sales approach - they need to be in-step with each other.

If after 3 calls and most clients are non-responsive... It's not a really good sign. Everything probably needs revamped.

How long do we hold the date? 14 days.
 
hmm you posted before?

The Vinyl Spinner said:
First, I cannot vote because it really depends on the situation; while multiple inquiries for the same date are rare for me, every situation has worked itself out.

But here is a lesson that I learned two years ago!

Miserable old man contacts me via E-mail (in hindsight, he is a "miserable old man").

We exchange several E-mails between the hours of 7am and 8am. Naive little me is thinking, "I got this one!"

Yadda yadda yadda...being the 100% nice guy that I was, I say, "I'll reserve the date for you, but please let me know if you change your mind, so that I can open it for others," or something like that. That was my policy.

The miserable old man writes back, "Don't say NO to a customer."

I'm thinking, "Screw you, and I hope somebody else calls me now to book that date."

Nobody else called about that date, and he never called back.

Now, I am down to only 99% nice, and my policy really depends on how serious or how flakely the person I'm communicating with is.

edit: note to self: this is my post # 2 189, and I consider it the best post I have made to date.
Click to expand...

Link me any of the supposed others.
 
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