Been seeing a lot of questions around site visits with guests. We do allow hosts and guests to schedule site visits before booking a space, but currently this cannot be done through the product (although it may be available at some point in the near future).
For our more experienced hosts - what is your process for scheduling & coordinating a site visit?
And newer hosts - what other questions do you have about site visits in general?
We always tell inquiries that they are welcome to visit the space. When they request a visit, we ask for full name, cell # and email address, then enter them into Full Slate, a scheduling program we use for our own photo sessions, but also for site visits and rentals. During the week I am usually there working anyway, and I live a half mile from the studio so it’s easy to meet someone there on off hours. Visits don’t generally take too long, and it is a chance to start a connection that makes them feel good about booking the space.
People generally feel the space is bigger in person, so I have to figure out how to capture that more clearly.
We use Calendly for scheduling appointments like tours in our space - it works well because we set times that are available for us and they book one that works for them. No endless back and forth on scheduling a time.
We encourage people to visit before they book–sometimes what looks like it will work for them on the site proves not to work in person, and I’d rather the client be happy elsewhere than uphappy here. As we’re open Tuesday - Saturday from 10-4 (and at the museum for an hour before and after that) it’s usually not difficult to schedule (although since I live in San Francisco I have occasionally come in to show someone around on a Sunday or Monday).
As Brad notes, it’s also a chance to form a connection with the potential renter, which is helpful across a number of dimensions.
We also encourage site visits with potential Guests. We point out all the amenities and subtle features, equipment, time-saving solutions, and ‘Add-Ons’ services. This helps to eliminate surprises and provides Guests with a better event experience.
Usually, if the client is visiting our venue for the first time on the day of the event, they are rushed, late or distracted. Having a proper introduction and relaxed conversation days or weeks before the event provides time for both sides to discuss details, review the planned activities and convey expectations.
We offer the Guest a number of 30-mins. times slots to choose from and try to schedule tours ganged together when possible. This conveys upfront that we are only providing 30-mins. for their tour and that we have other business activities and tours happening before or after. If someone flakes on a scheduled tour, this is always a good indicator of how their booking might go. We have no problem turning down rental requests when it just doesn’t feel right.
Guests who tour our venue are more likely to book.
We love doing site visits and highly encourage them. Great notes by everyone about it creating a sense on connection, comfortness, fimiliarity with the space, location, and so on.
We’ve had potential guests in the past cancel site visits last minute and we will reschedule with them. We like to encourage guests to read the listing so they have all the info they need when they arrive such as directions, code access, contact info, parking, etc; however, this is not possible for site visits as this information is only present after a booking.
Any suggestions?
Are you allowed to link out to Calendly from the peerspace platform?
Yes - we have linked to calendly in the platform with no issues.
leigh hardy
312.884.1561
1411 w. irving park rd. chicago, il 60613
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Hello,
I am new to Peerspace but not new to hosting events at my venue. I’ve been hosting events for about 7 years. I have awesome 5 star reviews on Yelp and my party hosts continue to tell me years later how memorable their event was. I have had many inquiries on Peerspace but can’t seem to get my first booking after being on here for 3 months. I seem to be getting a lot of first time renters to the platform…I’m assuming because they ask if they can pay after the event or how do they pay or how much. I don’t understand the confusion on the booking. I have approved bookings and the hosts let it expire with out any additional communication other than their original request. I take the time to respond to all of the questions and assuring them I can accommodate their requests. I have had requests to visit my venue before booking and I am always welcoming of this. I have had no shows. I am in a shopping center in a college area of town so I don’t think it’s a matter of renters driving by and leaving.
I think it would be a great benefit to Peerspace to add a Book a site visit at $25. When the renter visits the site they can open the peer space app and continue the booking…the $25 is applied to the booking fee. If they don’t want to book, I know my time will be more than worth the $25. They will have a nice welcoming experience with me and consult on their event that they can take with them. I am sure most Hosts on this site can relate to the value they bring to any renter who is trying to DIY and event. If this is a pro event planner who wants to visit, I still think it’s worth paying for the visit.
THIS IS A DOUBLE POST- thinking maybe someone here has ideas.
Has anyone had the experience of a guest who has already booked, insisting on coming in for a 2nd visit for pre- production planning? If so, are you charging for your time? It’s a 40 min trip there and back plus time onsite for me and I let them know I’m very booked the week they are requesting. I gave them 45-60 mins on first visit! He took a ton of pics. It’s only 1200 sq ft, yet they keep insisting. They are also requesting additional time on the front end of the shoot (making the shoot quite early& long), if I can’t accommodate any other time. Any thoughts are appreciated.
I agree with sanity…lol
How did you cancel @Deacon_T without paying a penalty? or was it booked separately from this platform? Did you implement a per hour price to accommodate?