Onboarding Process with Wallace Ranch
Updated: Jun 30, 2022
Ever wondered what the client experience is like from start to finish, BEFORE you book a venue? There are a lot of steps and behind the scenes work that goes on between our venue and our clients, to ensure a smooth booking and planning process! Here at Wallace Ranch, we take pride in providing the ultimate onboarding client experience! Here’s a glimpse into what sets us apart and what you can expect:
First, potential clients can schedule a tour online or complete the online contact form, which automatically prompts our pricing and package information to be sent out. It also generates a personalized client project file in our CRM system, called Honeybook.
Once you book a tour, (Please keep in mind, all tours must be scheduled in advance) we will show you around the Ranch and discuss in further detail any packages you may be interested in, along with available event dates.
From there, should you decide to book, our venue manager will send you a custom venue invoice and venue contract to digitally sign through our Honeybook portal. The fantastic thing with Honeybook is it acts like email, but if you actually log into your client project, you can view all of your documents and make payments for your venue invoice online, at your convenience. Honeybook also keeps a running conversation history of all communication between you and the venue, to ensure all information is kept in one centralized location in an organized manner. (We LOVE organization here at the Ranch!!)
Once you digitally sign your contract and make your online deposit to reserve your event date, we will automatically send you a list of preferred vendors, list of local hotels and restaurants, and other helpful information. You will also be assigned to your Month/Day of Coordinator. Although you will not begin working with them until 6-8 weeks before your event date, you will be working closely with the venue manager (who is a former wedding coordinator) to help you book any vendors that are in your venue package selected, help answer questions in regards to the venue, collect information about your bridal party, help you with completing a basic song list of the standard songs for the DJ and coordinator, help you draw out on a venue map where your ceremony, cocktail hour, reception areas will be set up, including table layouts, and help you create a generalized day of timeline.
At 6-8 weeks out from your event date, the venue manager will introduce you to your assigned coordinator, pass along all information already gathered to your coordinator so they are fully aware of the event details, and you will begin directly working with your Month/Day of coordinator from that point forward. For questions about your venue invoice or payments, you would still reach out to the venue manager as the coordinator does not handle financial aspects. The venue manager will still be in touch after you begin working with your coordinator, to ensure all details related to the venue are taken care of.
Your coordinator will run through all of your details, and verify if any changes need to be made, finalize your day of timeline, verify final head count, and will provide your finalized timeline to your booked vendors. If you will be doing a rehearsal walkthrough, you can schedule a day and time with your coordinator (who can verify venue availability) and they will be in attendance to help run your rehearsal walkthrough.
The day of the event, your coordinator will help with vendor arrivals and breakdown times, assist with any guests questions, check in on the bridal party for any needs from the venue, ensure everything is being set up as planned, help the bridal party line up before the ceremony, ensure your vendors are ready to go before the ceremony, que the DJ when it’s time to begin the ceremony, and assist with getting your bridal party down the aisle. After the ceremony, your coordinator will continue to monitor the timeline to ensure the event is running on schedule, keep open communication with your vendors throughout the event, and be available to assist with any bridal party needs.
We take great pride in being there to help walk our clients through each step of the way, and we do all of this because we want our clients to have a smooth and well organized onboarding process! Please feel free to reach out if you have any questions or want to book a tour!