How to respond to gig leads

There are two important things to remember about responding to leads: always do it and do it as quickly as you can. It's common courtesy to respond to every lead you get, even if you must decline it. If you can fulfill the request, then let the client know right away. The first to respond often gets the gig! 

Pro tip: Responding quickly to leads will also help you achieve Top Performer status.

When you open a new lead, you’ll see 3 different options for responding: send a quote, decline the event, or send a message. For easy reference, all the basic event details will appear in the thread below the response options. (More detailed information can be found within the Event Info box.)


Send a quote

If you have enough information about the event to provide an accurate quote, then go ahead and send one. The sooner you can get a quote out, the sooner the client can accept it and the gig will be booked! When you send a quote, you are telling the client you are available and ready to be booked as long as they accept your price and terms. So make sure you are available for the date and time requested and able to hold that date until your quote expires. Learn more about sending a quote.

Pro tip: Choose default quote settings to make it faster and easier to send a quote.


Send a message

Want to talk before sending a quote? Send a message first! Sometimes it can be very helpful to make a personal connection with a client before sending a quote or pitching your services. You also may need to ask questions about their needs or get more information about their event. Our messaging tool provides a quick and convenient way of communicating with clients, but if you prefer to speak over the phone, it's okay to share your phone number or ask for the client's phone number to speak directly. If important details are discussed over the phone, we encourage you to send a follow-up message on GigSalad briefly recapping the conversation so that a record will be saved with the final booking.

Once the event planner opens your message or quote, the "Sent" status below the thread item will change to "Read" so that you'll know that it has been seen.


Decline the gig

Not every lead will be viable. Perhaps the service they are requesting isn't quite what you do, you aren't available on the dates requested, or you simply aren't interested. You should never just ignore a lead. If you aren't going to send a quote or message, you should politely decline the request. It will only take you a second to do, and it'll be very helpful to the client so they can continue looking at other options.

Pro tip: When you decline a gig, you'll choose a reason and be given the option to include a message. It's good to provide a few details about why you must decline because perhaps the client could adjust their needs to accommodate you and you could still get the gig. Or at the very least, they may keep you in mind for future events. 

Frequently asked questions:

  • How can I save multiple message templates to choose from when I reply to leads?
    In the Quote Settings within the Edit PromoKit section of your control panel, there is a Saved Messages option. There you can add as many saved replies as you'd like. Later, when you send a message to a client, there will be a drop down box to choose from your saved responses. You can edit and tweak them as needed before sending.
  • Can I send files and videos with my messages?
    You can attach service brochures or riders (PDF format only), photos, and MP3 files to both messages and quotes. Also, if you include a YouTube or Vimeo link within the body of your message, we will automatically embed the video, making it very easy for the client to view without leaving the thread.
  • Can I call clients to discuss their event before booking?
    If you are a paid member, you may access a client’s phone number once you’ve sent a quote or message through the platform. Note that not all clients choose to provide their number with their request. If they don’t, you won’t have access until after the gig is booked. Read more about accessing client phone numbers. If you are a free member, or the client didn't provide a phone number, you may send a message and include your phone number or request theirs.
  • I have my own contract I prefer to use. Do I have to use GigSalad's agreement & booking platform?
    Marketplaces are becoming a primary resource for finding and securing services of all types, and entertainment is no exception. This means that making payments and creating online agreements is now an accepted alternative to paper contracts and physical signatures. This may be how you've always done business, but we've built our platform to streamline the process for you and your clients. If you have additional terms and conditions that need to be known for your bookings, you can include those with your quote right on our platform. When building a quote, just click "Add additional terms?" or save your terms in advance in the quote settings in your control panel.

    If you have your own contract and process for handling gigs that simply does not work with our booking platform, that's okay too. You won't get all the benefits of booking on the site, but you can still pay the service fee to mark a lead as booked to have it count as a verified booking. Read more here!
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