An office manager is organising a day for twenty two people. She needs a venue, a time, a price and a food arrangement she can put in an email to her director by Friday.
She finds a page about public tours, a booking form for two people, and a contact address. She books an escape room instead, because they answered.
Step 1: build a corporate page
Separate from the public tour page, addressed to somebody organising for others. It is a different product with different questions.
Step 2: publish the minimum and maximum numbers
For a private visit and for a group joining a public tour. It is the first thing an organiser needs and it determines whether she reads any further.
Step 3: publish the price per head
With what it includes and where it changes by group size. She cannot propose a venue without a figure and she will not chase one.
Step 4: publish the duration and the shape of the visit
Arrival, tour, tasting, food and departure, with times. Organisers are building a day around trains, coaches and other bookings.
Step 5: answer the food question
What is available, whether outside catering is allowed, dietary requirements and what it costs. It is the second question and it is frequently unanswered.
Step 6: answer the transport question
Parking for a coach, distance from a station, whether transport can be arranged and where a coach can turn. It decides the booking more often than the tour does.
Step 7: publish the alcohol position
Whether non drinkers are catered for, what alternatives exist and how the visit works for people not drinking. Every corporate group has several and organisers worry about it.
Step 8: publish accessibility plainly
Steps, floors, standing time and toilets. An organiser cannot book a venue she cannot confirm works for everybody in her team.
Step 9: publish the deposit and cancellation terms
Corporate numbers change constantly. What notice is needed, how numbers can be adjusted and what is payable if somebody drops out.
Step 10: offer the add ons
A private space, a meeting room before or after, a presentation slot, an extended tasting or a takeaway gift. Corporate budgets accommodate these and nobody offers them.
Step 11: capture the enquiry properly
Date, numbers, budget per head, timing, food and transport. Six fields that let you reply with a proposal rather than a request for a call.
Step 12: reply the same day
Organisers are comparing venues to a deadline and the first complete answer usually wins, which is the pattern in corporate team building enquiries at activity venues.
Step 12b: publish your quietest days
Corporate organisers are frequently flexible about dates and would take a Tuesday if somebody suggested it. Saying which days have the most availability, and whether a midweek visit costs less, fills the sessions that would otherwise run at a third capacity and costs nothing to offer.
Step 13: connect it to the rest of the business
Attendees become customers, and a club or subscription offer on the day converts, as in club membership and subscription questions for wineries and tour and tasting bookings for breweries and wineries.
Getting started
Publish a corporate page with numbers, price per head, timings and food, then capture the enquiry at any hour rather than staffing it, which is the arithmetic in an AI receptionist for beauty salons. SpideyChat for hospitality businesses answers from your published pages, plans are on the pricing page, and the chatbot ROI calculator works through the numbers.