How to respond to gig leads
There are two important directives when it comes to 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 are interested in 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.
There are three ways to respond to a lead: send a quote, send a message, or decline the event. 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 section.)
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. 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: You can create multiple saved quote templates to choose from so sending quotes will be faster and easier.
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 giving an official quote. You also may need to ask questions about their needs or get more information about their event. You can create saved messages in advance so you can respond with just a click of a button.
Our messaging tool provides a quick and convenient way of communicating with clients, but if you prefer to speak over the phone, you can include that request in your first intro message. Paid members can access the client's phone number (if provided) after the first message or quote is sent. 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.
Pro tip: Remember to sell yourself! Never assume that a client has already looked through your profile and knows everything about you. In fact, they may not have requested you specifically. So be sure to pitch your services fully. Direct them back to your profile for more info, or attach images or videos directly to your message.
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. It can also be helpful to include a message with your decline reason so the client has more information. Perhaps they can adjust their needs to accommodate you!Pro tip: If you find yourself declining too many leads, you should review all of your lead preferences to see if there are changes that can be made to prevent leads that aren't a good fit.
Once the event planner opens your message or quote, the "Sent" status below the thread item will change to "Seen" so that you'll know that it has been read.
Frequently asked questions:
- Can I save canned responses to choose from when I reply to leads?
You can create both saved messages and saved quotes! You can add them in advance, or add them when sending new messages and quotes. After multiple responses have been saved, there will be a dropdown box for you to choose the appropriate one when responding to a lead. You can edit and tweak each as needed before you send them.
- 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 easier for the client to view without leaving the thread.
- Can I call clients to discuss their events 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 in order to connect directly. Just remember, if you have an expired or free listing, you must book through GigSalad or mark leads as booked if they are handled off the site.
- I have my own contract I prefer to use. Do I have to use GigSalad's agreement & booking platform?
Marketplaces have become 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. That 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 create saved quotes in advance with different terms and services.
If you have your own contract and process for handling gigs that simply do 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 and have it count as a verified booking.