How to Respond to Brewery Event Questions: Email Response Templates

Working with event planners interested in holding an event at your brewery or tap room means you’ll be tasked to respond to brewery event questions. This requires some customer service skills that begin from the initial response to an event inquiry.

Did you know that 92% of event planners are looking for venues to respond to their event inquiries within 48 hours of submitting their initial request? According to an EventUp by Tripleseat survey: Consumer Event Planning and Booking Habits, you’ll want to respond to emails very quickly to succeed with your events.

As an event manager or brewery owner, you often wear many hats, and it can be difficult to juggle them all while also responding to every single event lead in that desired 48-hour time frame. That’s why we encourage you to set up automated email responses by event type or at least have email templates ready so as not to create the email from scratch for every request.

Benefits of Setting Up Automatic Responses

First, people are always looking for information such as hours, how to make a reservation, what you offer on your latest menu, what types of events you can accommodate, etc. These inquiries will happen all day and night, and you cannot have someone monitoring the inbox 24/7 to answer those questions in real-time. Having automated responses activated eliminates the need to have someone watching those messages around the clock.

Second, you will receive the same questions repeatedly – even if the information is right on your website. Some folks prefer that one-to-one conversation to get directly to the answer as easily as possible. Having these questions automatically taken care of allows you to focus on other pressing matters but still gives the event planners the feeling of a personal conversation with your brewery.

5 Key Themes To Include In Every Email Message

When setting up your auto-response email messages or creating email templates, remember that emails should:

• Be Personal
• Be Friendly
• Provide Helpful Information
• Set Expectations
• Provide Next Steps

With every message, make sure that the message is personal to the event type that they have selected. A wedding planner will need very different information than someone planning a birthday celebration. Creating different messages allows you to customize each response based on the needs of the planner or host.

It should be obvious, but always be friendly in your messages. With these messages, you are still in the ‘selling’ phase, as no event has been booked yet.

Even though it’s an automated message, always provide help and fill in the holes of information needed for the event planner to want to finalize their event with you. This can be answering common questions, walking through the booking process, or providing links so the planner can review and select options.

Always set expectations on when and how you, the brewery, will contact the planner and clearly state the next steps in the process. This way, the planners know in advance what will happen and when. They won’t be left wondering, causing frustration with you and your venue.

Email Template Examples

Here are some examples of email templates to use based on quote requests for different event types. Use any of the following to fill in your appropriate information and to send to new event inquiries. When using these email templates, don’t forget to add your brewery logo and personal email signature to build brand recognition with everything you connect with.

Corporate Event Email Template

Engagement Party Email Template

Holiday Party Email Template

Baby Shower Email Template

These email examples have an overall friendly tone, customize the experience for the event type, provide links for the planner to continue the process on their own, and provide a follow-up time along with the name of who will be reaching out.

Want the Best Event Management Software to Help with Brewery Events?

If you are ready to grow your event business, schedule a Tripleseat demo to take a closer look at our event management features. Amongst many helpful features to breweries like you, Tripleseat has the ability to set up automatic email responses to customer and event planner inquiries to brewery event questions.