Help clients compare layouts, plan a tour and give your team enough information to prepare a quote.
Show capacity for each layout
A seated dinner, a reception and a seminar use the room differently. Pair each confirmed capacity with a floor plan and captioned photos. Show the space taken up by a dance floor, buffet or stage. If the number depends on the furniture, state the condition beside the figure.
Related guide: prepare website photos and copy.
Share details that help clients decide whether to visit
Show the guest entrance, supplier access and any parking you can confirm. If the event uses several rooms, explain how guests move between them. For outdoor spaces, explain your weather backup and show a photo of the alternative.
Separate venue hire from extras
Explain what hire includes, such as furniture, setup, access hours or cleaning, where applicable. List optional extras separately. If duration or guest count affects the quote, show those factors before the enquiry form. Clients should be able to tell what they would need to arrange themselves.
Related guide: plan a business website.
Ask for the details needed for a quote
Ask for the event type, preferred date, an alternative date, approximate guest count and intended layout. After submission, say whether the team will check the date or suggest a tour. Make clear that an enquiry does not hold the venue.
Related guide: improve quote enquiries.
Keep the website and the tour in sync
Give staff a sheet they can use on the tour: floor plan, included equipment and items still to confirm. If the layout changes, update both the page and the sheet shared with clients. Test the journey on a phone: find a seated dinner layout, check access and submit an enquiry with a flexible date.
Related guide: check the website before launch.
What should you budget for?
Website with tour enquiries
Floor plans, gallery, venue hire details and an enquiry form.
Website for several event spaces
Separate venue pages, languages and enquiry handling suited to your team.
Frequently asked questions
Should we show a single capacity?
Show confirmed capacities for the layouts you actually offer.
Can we show several setups?
Yes. Caption each example and clarify which items are included or optional.
Do we need a public calendar?
Only if your team can keep it up to date. Otherwise, offer to check the requested date.
What should the first enquiry ask for?
Start with the event type, date, guest count and a way to reply.
Does a tour hold the venue?
Explain separately how you confirm a tour and when a venue booking becomes firm.