The Envisage Customer Journey
Initial Enquiry…
Q: I’m organising an event soon, and I need staff! I’ve found your website – I can see you offer a variety of staff. I’ve filled in the online enquiry form – what happens next?
A: What We Do For You – Our Quotation Process
A member of the Envisage team springs into action and works through your requirements with you. Feel free to also call us if you want to discuss any aspect of your event – the more information we have the better! Once we’re happy we have all the relevant information we will email over a quote with confirmation of the cost and what we do. Your quote will have a ‘Q’ number – this is unique to YOU and worth making a note of if you need to get in touch with us. Our team will follow up the quote once you’ve received it to check all your event details are correct and we have understood your requirements correctly.
The Booking Form…
Q: I’ve received the quote and want to go ahead and book the staff for my event – what do I do? What happens next?
A: What We Do For You – Your Booking Process
There will be a ‘Book Now’ link at the bottom of your emailed quote. Clicking on this will take you to our unique online booking form that is quick and easy to fill in and provides all the information we need to book your staff. Our Admin Team will receive and go through your booking form carefully and check the details against your original enquiry and quote details. If there are any discrepancies, they will contact you directly by phone or email and ask you to re-confirm your exact requirements. They will also give you a call once it’s all processed and send you an email confirming the details of your booking with Envisage. Your invoice will then be emailed to you separately by our Accounts Team.
Next Steps…
Q: I’ve sent in my Booking Form, what happens next?
A: What We Do For You – The Staffing Process
Arranging The Staff – the Casting
To make sure that you get the right staff booked for your event our bookings team analyse your form to identify what staff skills are needed to ensure your event is successful. Once they have narrowed this down, they will send out a ‘casting’ email only to those staff who meet these specific skill sets. We like to leave castings open for at least 24 hours to ensure we get the best staff response – We have over 30,000 promotional staff located all over the UK on our database, so we are confident we will be able to find someone for you no matter where the location!
Staff Selection – Profiles
Staff selection is very important to us as an agency and we are totally focused on getting the right person for your job, we don’t just put a bum on a seat! Our bookings team will take time to sift through the staff responses to the casting email and conduct Interviews to ensure that the person we book suits your event requirements. Occasionally you may wish to choose the staff yourself – that is fine of course, and the team can send you staff profiles so you can make the selections. This works best if your event is taking place a minimum of three working days away as availability does change.
Booking the Staff
Once staff selection has been made, we will contact the successful candidate(s) and book them in for the dates specified. We send the staff a booking contract which secures the staff for your event and they are then fully locked in. As soon as the payment of your invoice is received, we will send to you the staff names and contact details.
Staff Briefing
We ensure that the staff hit the ground running as soon as they arrive on the day. All staff you book through Envisage will receive a comprehensive briefing with the information supplied on your booking form. If you wish for the staff to review your website or literature beforehand, please let us know and we can make these arrangements – we will ensure staff receive and understand them. If you have time to run over your key objectives again on the day, great. This will help your staff better understand your expectations.
The Event…
Q: What happens on the day of my Event?
A: What We Do For You – During Your Event
Regular Staff Communication
We make sure that the staff are fully aware of their booking and arrive for your job in plenty of time. We are in constant communication with the staff from the moment they are booked to the start of your event.
On the day of your event – Check In Process
There is no need for you to worry about staff not turning up, we’ll know they have arrived before you do! Our staff are briefed to arrive 15 minutes prior to the start time so they are ready to start working at the time they have been booked. We have an effective system in place that monitors who has arrived and when.
During your event – 24/7 Support
Sometimes things don’t always go to plan – but rest assured we are always at the end of the phone if you need to speak to one of our team. If for any reason during the event you not satisfied with your staff performance, please contact us immediately (during the activity) so we can put this right for you. On the rare occasion a staff member fails to show up and you haven’t heard from Envisage please contact us within an hour of the start time on 07810 550 202 or 0844 800 0071 and we will discuss the situation with you. As part of our booking process, we do offer a 24-hour replacement service where we will open casting at our earliest opportunity to replace your member of staff. However, if this is not convenient, we will work with you to reschedule your event (if possible) or offer a refund.
Post Event…
Q: Does anything happen after my Event?
A: What We Do For You – After Your Event
After your event – AE call/email/feedback
We love feedback! After your event a member of our team will call or email you to discuss how your event went. If you were particularly happy or impressed with one of our staff, we would love to hear about it and will pass on your feedback to them. Likewise, if you feel there is room for improvement that is also equally important for us to know – we want to make it perfect for you next time!