Onboarding Guides For Event Professionals: Exactly What To Include For New Clients
 
 

You know those endless hours you spend at your keyboard, answering client emails that ask the very same questions over and over? Photographers, planners and caterers, this goes straight out to you: SAVE YOURSELF. And your time! Get a client onboarding guide.

What are onboarding guides?

Onboarding guides are digital PDFs or physical documents that you provide to your client immediately after the contract is complete. The information you include should answer any potential questions from your client in one, easy to find place, and should be written in your distinct brand voice!

It is just one more way to blow your clients’ minds with your smooth, professional process while eliminating unnecessary emails and phone calls. In other words, you save time, energy and stress re-writing the same responses over and over!

These outlines should be adjusted according to the information you provide on your website, in your contract or in a separate pricing guide. Because the onboarding guide is delivered post-contract, your client has likely already been walked through pricing procedures, but this is a great place to reiterate the policies for any future installments.

Keep in mind that unless you explicitly make a note otherwise, clients could very well pass this document along to friends that are looking for similar services. For that reason, (and for your current client’s viewing pleasure!) you should include your favorite pictures and an “about” section.

What About Welcome Magazines?

If you opt to create a “Welcome Magazine” instead, that is sent to inquiring clients that have not signed a contract yet, you could also include testimonials, up-front payment policies, and detailed descriptions for all of your packages – including pricing. You can always do both!

Let's dig right into these outlines, shall we?


For Photographers

  • Welcome
    • This is where you tell your client just how excited you are to be working with them, and thank them for choosing you!
  • About
    • What are you all about? This should be an abbreviated version of the about page on your website, and could even include brief bios for the specific team members that will be involved with this project.
  • Package Description
    • Example: Engagement Session
      • What does the package include? Lay everything out in as much detail as possible!
      • What should they wear?
      • What should they bring?
      • If you are a natural light photographer, what time of day?
      • What can they expect during the shoot? Will you provide direction?
      • When will they receive their gallery?
      • How are images priced?
  • Payment and Cancellation Policies
  • FAQ
    • This is a great place to drop any common questions that don’t quite fit into the other categories.
  • Contact
    • Be sure to include when you are available - days of the week and times. If they email you, when should they expect a response?
  • Social Links
    • Encourage them to use your specific hashtag or tag you on pictures that they share! Let them know that their support is appreciated.

For Event Planners

  • Welcome
    • This is where you tell your client just how excited you are to be working with them, and thank them for choosing you!
  • About
    • What are you all about? This should be an abbreviated version of the about page on your website, and could even include brief bios for the specific team members that will be involved with this project.
  • Planning Process Overview
    • Walk them through a basic timeline of the process and the tasks that you will perform.
  • Package Description
    • Example: Day-of Coordination
      • What does the package include? Lay everything out in as much detail as possible!
      • What time will you arrive and leave the day-of?
      • What will you do prior to the wedding?
      • What will you be doing on the day-of?
      • How many coordinators can they expect?
      • Do they have access to preferred vendor lists?
      • Will you help with set-up and breakdown?
      • Can they add on any a la carte services? What are they?
  • Payment and Cancellation Policies
  • FAQ
    • This is a great place to drop any common questions that don’t quite fit into the other categories.
  • Contact
    • Be sure to include when you are available - days of the week and times. If they email you, when should they expect a response?
  • Social Links
    • Encourage them to use your specific hashtag or tag you on pictures that they share! Let them know that their support is appreciated.

 


For Caterers

  • Welcome
    • This is where you tell your client just how excited you are to be working with them, and thank them for choosing you!
  • About
    • What are you all about? This should be an abbreviated version of the about page on your website, and could even include brief bios for the specific team members that will be involved with this project.
  • Planning Process Overview
    • Walk them through a basic timeline of the process and the tasks that you will perform.
  • Package Description
    • Example: Wedding Reception
      • What does the package include? Lay everything out in as much detail as possible!
      • Will you be preparing everything on-site?
      • What time will you arrive and leave the day-of?
      • How many chefs can they expect?
      • Do you provide the wait staff and/or bartenders?
      • Does it include equipment or rentals?
      • Does the package include special menus for elderly or young guests?
      • Can they add on any a la carte services? What are they?
  • Required Information
    • What do you need from the client? When do you need it by?
      • Include head counts, special orders, dietary restrictions, vendor meals, etc.
  • Payment and Cancellation Policies
  • FAQ
    • This is a great place to drop any common questions that don’t quite fit into the other categories.
  • Contact
    • Be sure to include when you are available - days of the week and times. If they email you, when should they expect a response?
  • Social Links
    • Encourage them to use your specific hashtag or tag you on pictures that they share! Let them know that their support is appreciated.

Need help writing your client onboarding guide? Let's start getting your hours back. Your family misses you.

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