An office manager is organising a party for thirty. Her director wants a number by Friday. Every venue website describes atmosphere, none of them mentions what drinks cost per person, and all of them invite her to enquire.
She books the one that published a figure, because it is the only one she can put in an email.
A worked example
Thirty people, three hours, priced the way an organiser needs it.
Line 1: the per head package
What it includes, for how long and what it costs per person. It is the number that goes in the proposal and the reason she chooses you.
Line 2: what is in the package
Which drinks, how many, whether there is a choice and what is excluded. Organisers need to know whether guests will be happy with it.
Line 3: the arrival drink option
A single drink on arrival, priced per head. It is the cheapest package and it converts groups who cannot justify more.
Line 4: the prepaid tab
A set amount behind the bar, what happens when it runs out, whether it is topped up and who decides. Organisers fear an unlimited liability.
Line 5: the notification arrangement
That the organiser is told when the tab reaches a level, so nobody is surprised. It is what makes a tab safe to agree to.
Line 6: what a tab excludes
Spirits above a certain level, particular items or anything the organiser wants ring fenced. It prevents the awkward conversation afterwards.
Line 7: the minimum spend
If one applies, how it is calculated, what counts towards it and what happens if it is not reached, which is the ground in private party and venue hire questions for bars.
Line 8: the service charge
Whether it applies, at what rate and whether it is on the package or the total. Organisers are caught out and it damages an otherwise good evening.
Line 9: the deposit and cancellation terms
What is payable, when, and what happens if numbers drop. Corporate numbers move constantly and the terms should anticipate it.
Line 10: the honest total
Package, service and any hire fee, for thirty people. One figure the organiser can present, which is exactly what makes her choose you.
Explain how numbers are confirmed
When final numbers are needed, what happens if fewer attend and whether she pays for absentees. It is the organiser's main risk.
Offer a non drinker option
A reduced package or an alternative, because every group has several and organisers worry about paying full price for them.
Explain the food position
Whether anything is included, what can be added and the timing, because drinks packages and food are booked together.
Say who manages the tab on the night
An organiser does not want to spend a party standing near the till. Naming who watches the balance, who they will speak to and how a decision to extend is taken means she can relax, which is frequently the difference between a venue booked once and one booked every December.
Publish it rather than inviting an enquiry
Because organisers work to deadlines and choose whoever answered, the same block pricing logic as tutoring package and block booking questions and the honesty in hidden costs of AI chatbot pricing, alongside the door questions in entry policy and dress code questions.
Getting started
Publish per head packages, tab arrangements, minimum spends and an honest total, then capture date and numbers at any hour. SpideyChat for hospitality venues answers from your published pages, plans are on the pricing page, and the chatbot ROI calculator works through the numbers.