It’s always good to have a booking procedure in place. It ensures that everyone understands what’s expected of them and what’s been agreed.
It also makes sure there are no misunderstandings or miscommunications.
You may have your own booking procedure that you follow, or feel free to use ours outlined below
Client books and pays for party and is then sent or redirected to the party registration form
Thanks for booking your party with us – we can’t wait to get Popdancing with you all.
To complete your order, we just need to take a few details from you – please complete the form below so we can then get this all booked in and your bespoke digital party invitation over to you.
Once received, we send this email to the customer
Hi X,
Thanks for booking your party with us.
We will get your personalised digital party invite organised and sent over to you shortly.
Here is a link to the party track list where [childs name] can choose their favourites to dance to – making the party totally bespoke to them.
Please choose one track from each of the 4 sections here – https://popdance.co.uk/track-list/
Meanwhile, we will send you a booking confirmation via Dropbox Sign for you to read and sign, along with a link to the party track list.
Many thanks
We look forward to Popdancing with [CHILDS NAME] and all [her/his] friends on [date of party].
Best wishes,
[YOUR NAME]
Add party details to your diary or timetable or book in a member of your team.
Send customer a booking confirmation – this can be via email or we use dropbox sign where the customer signs a contract with us
Customer Party Booking Confirmation
Name of birthday girl/boy:
Age of birthday girl/boy:
Booked by:
Name of point of contact on the day:
Contact details of point of contact on the day:
Dance Teacher contact details on the day:
Venue where party is to be held:
Date of party:
Time of party:
Number of guests:
Structure of party:
Cost:
Payment:
Q&A’s
What happens if I have to cancel the event that I have booked?
If you have to move the date of your booking – we would charge you a transfer fee of 25% of the total cost of the event and the event must be rescheduled to take place within 3 months of your original date.
If you cancel your booking and you give us 28 days or more notice, then we will refund any monies you have paid minus our cancellation fee of 25% of the total cost of the event.
If you have to cancel your booking and you give us 14 days or more notice, then we will refund you 50% of the booking fee.
If you have to cancel your booking and you give us 7 days or more notice, then we will refund you 25% of the booking fee.
If you have to cancel your booking and you give us less than 7 days notice, then the event fee is non-refundable.
If [NAME OF YOUR COMPANY] have booked the venue on your behalf, you must honour the venue’s terms and conditions.
What happens if [NAME OF YOUR COMPANY] have to cancel the party?
If the party needs to be cancelled either by [NAME OF YOUR COMPANY] due to adverse weather conditions or staff illness, traffic etc. you will be contacted straight away. However, we will, of course, endeavour to replace your designated Dance Teacher with another Dance Teacher but in the event that this is not possible you will be offered an alternative event date.
[NAME OF YOUR COMPANY] will not be held responsible for fees incurred or lost due to cancellations.
Terms and Conditions apply [SHARE DETAILS OF YOUR TERMS AND CONDITIONS]
By making this booking, I confirm that I understand and agree to all of the information on this form:
Name:
Date:
Signature:
[YOUR CONTACT DETAILS HERE}
Digital Party Invitation – it’s up to you if you want to offer these – they are easy to set up yourself in software such as Canva, or we can do it for you. Here’s an example of one of our party invitations – available in the POPShop
Send digital party invite to client –
Subject: Digital party invite
Hi X,
Please find attached a personalised digital party invite for [name of child}’s party that you can send via email or whatsapp etc. to your guests.
Best wishes,
[YOUR NAME AND CO NAME]
2 Weeks before the party check that you have the track choices back – if not, email customer to remind them
Subject: [childs name]’s track choices
Hi X,
Just wondering how [childs name] is getting on choosing the tracks for [his/her] party?
Here is the link to the party track list – https://popdance.co.uk/track-list/
If [childs name] can choose one track from each of the four sections please – with the main focus of the party being on the main routine. Or if [childs name] does not have a preference, we can select some suitable tracks – just let us know.
Thanks X.
Kind regards,
[your name and company name]
3 days before the party send client an email to say have a fab party
Subject: Have a fab party!
Hi X,
Just a quick email to wish [childs name] a fantastic Popdance Kids birthday party on Friday. [name of dance teacher] is looking forward [or I am looking forward} to Popdancing with her and all her friends. In case of any emergencies on the day, [name of dance teacher, or I] can be contacted on XXXXX.
Happy Popdancing!
Kind regards,
[your name and company name]
Feedback – the day after the party, or the Monday, ask for feedback
Subject: [childs name’s] party
Hi X,
Just a quick email to see if [childs name] enjoyed her party on [date of party]?
All feedback is much appreciated.
Kind regards,
[your name]
When you receive positive feedback from customer:
Hi X,
Thank you soooo much for your feedback, we are thrilled that everyone had a great time. We will pass on your feedback to XXX and the whole Popdance Team.
If you have any photos or video footage from the party that you are willing to share with us to use on our website or social media, please do send them to us as we would love to see them.
Also, it would really mean a lot to us if you could leave us a Google or Facebook review [share review links] – it really does help other parents to make a decision on booking with us – we pride ourselves on great customer service and on throwing the best parties in town.
As a little Thank You for taking the time to leave us a review, we would love to offer you a free Popdance Fit 15 minute dance session – which you can do with [childs name} at home. It’s great fun.
And did you know that we can Popdance with you in your local school? As a breakfast, lunch or after school club, or we can even run dance sessions within the school day. If that sounds good to you, just let us know the name of the relevant person and the name of your school and we will get in touch with them to discuss it further. Exciting!
Thanks X.
We hope to Popdance with you all again soon.
Kind regards,
[your name]
If after 5 days client hasn’t left a Google Review – send them this email
Hi X,
We hope you’ve all recovered from [childs name] Popdance party.
If you get a few minutes, we’d really appreciate it if you could leave us a Google review [share google review link] – it really does help other parents when they are looking to book a party with us.
Many thanks in advance.
Kind regards,
[your name]
Don’t forget to add reviews and testimonials to your website, social media and even as part of your email signatures! It’s all great to share!