Things to consider as you begin

As you begin, we recommend you take time to evaluate each step in your current process from the time the lead comes in to the follow up after an event.  This will be your guide as you configure your DJEP account and it will help assist you with getting the most out of DJ Event Planner. 

Here is what your account setup steps will look like:

Step 1. Create a list of every task you do for your event. 

Step 2. Add all of the “essentials” into DJ Event Planner. Example: Packages, Add ons, next action list, create your Event Statuses (how to keep track of where you are in the booking process), 

Step 3. Create document and email templates with use of merge tags to help you with the repetitive tasks from event to event. Ie. quotes, contracts, invoices, receipts of payment, email follow ups, etc. 

Step 4. Integrate the website tools into your business site. 

Step 5. Gradually integrate automation for as many of those tasks which occur for each event as much as you can. You can do so via Next Action items, Scheduled Emails, Booking Helpers, etc.  

Consider using an excel spreadsheet or sheet of paper to generate your events task list. One way to create your task list is to break it down into four categories: Leads, Booked, Planning, Completed.

Under each Category, list each specific step taken during that process. Here are some tips: 

Lead: everything that occurs before the contract agreement. Brochures, quotes, scheduling meetings, phone calls, follow up emails, etc.

Booking: everything that occurs during the booking process. Emails, contracts, additional documents, payment details(when, how) etc. 

Planning: everything that occurs once the client has booked your services through the event. Planning forms, meetings, email suggestions, additional documentation, upselling, etc. 

Completed: everything you do after the event. Send thank you, evaluation forms, 1 year anniversary details, etc. 

Now you have a template to use as you start to build each step in the process within DJ Event Planner. You’ll want to start with the basics of what you offer by adding your packages and add ons, then start building your document and email templates, implement the website tools into your business site and you are ready to begin using the software to manage your events. When you are ready, you can then take a deeper look at how you can automate some of your routine actions with use of scheduled actions, booking helpers, next actions, etc.