Booking Made Easy: How I Stay Organized (and Sane)

Booking gigs doesn’t have to feel like chasing loose papers in a hurricane!
In today’s episode, I'm sharing the simple, organized booking process we use at Violin Event Entertainment to turn client inquiries into smooth, professional experiences — without the chaos.

I’ll walk you through how we handle inquiries from every direction (texts, emails, DMs, you name it), keep everything clean and organized in HoneyBook, and make it super easy for clients to say yes.

If you're interested in trying out HoneyBook, use my referral link to get 30% off a whole year!

https://share.honeybook.com/celeste4958276

Instagram.com/TheCelesteVee

Transcript

Texts, DMs, emails, gig sites, random WhatsApps at midnight…
 I've had people reach out asking for a cellist... when they meant violin.
I've had people ask me to fly to a tiny island country I've literally never heard of — for a gig happening in two hours.
 And sometimes, they just send a message that says 'Are you free tomorrow?' with zero other details. If you’re listening to this podcast, I am 100% sure you can relate!

Sometimes it feels like booking a gig is like herding cats with a violin in one hand!
 But seriously — if you don’t control the flow from the start, you’ll be chasing down details and feeling scattered.
 In this episode, I’m sharing the simple system we use at Violin Event Entertainment to stay organized, calm, and on top of every inquiry — no chaos or panic required.

[Podcast Jingle]

Are you a classically trained violinist dreaming of stepping out of the orchestra and into the spotlight? But maybe the world of solo gigs feels…intimidating? You're not alone! Welcome to The Glam Violinist, the podcast that empowers classically trained musicians to build thriving careers as sought-after entertainers. I'm your host, Celeste Vee, and each week we'll break down the secrets to getting the gigs you’ve been dreaming of. Get ready to unleash your inner rockstar and turn your passion into a paycheck! Let's get glamorous!

[Podcast Jingle]

 Hey y'all, it’s Celeste Vee, and welcome back to The Glam Violinist!
 Today, I want to walk you through the exact booking process we use at Violin Event Entertainment.
 Because getting an inquiry is exciting — but what happens next?
That’s where a lot of musicians struggle, and it’s where you can really start to stand out.

The truth is, if you don't have a clear, simple process for turning inquiries into bookings,
 you’re going to waste a lot of time — and lose a lot of gigs.
 But don't worry — I’m here to help you fix that.
 Today’s episode is short, simple, and packed with tips you can use immediately.

Inquiries Can Come From Anywhere

Let’s start with the first step: the inquiry.

Clients reach out to us in all kinds of ways —

• Phone calls,
  
  
  
• Emails,
  
  
  
• Instagram DMs,
  
  
  
• Texts,
  
  
  
• WhatsApp...
   You name it, we’ve seen it.
  
  
  

But no matter how they find us, we always gently encourage them to fill out the contact form on our website.
 It’s a friendly nudge — and it makes all the difference.

Why?
 Because that contact form integrates directly with our booking software — we use HoneyBook —
 and it automatically creates a client and a project for us inside the system.
 No copying and pasting. No typos. No losing track of information.
 It’s faster, cleaner, and makes us look so much more professional.

Step-by-Step: Our Booking Flow

Here’s the exact flow we use once that inquiry comes in:

First, when the client fills out our contact form, HoneyBook automatically sends them a Smart File —
 a beautiful, professional document that shares more about our services,
 answers a few FAQs,
 and invites them to schedule a meeting if they’d like to.

If they didn’t give us enough info to send a custom quote, we’ll reach out personally —
 usually by email or text — to ask a few quick questions.
 But whenever possible, I love to send a proposal fast,
 even before we meet.

Because — and every musician knows this —
 the number one question clients have is:
 "How much is this going to cost?"

Sending a proposal upfront saves both sides time.
 If the budget isn’t close, we can find that out early and move forward without wasting anyone’s time.

Meetings: Face-to-Face Builds Trust

If they schedule a meeting — and I highly recommend it if possible —
 we hop on Zoom or Google Meet.

Even a short video call makes a huge difference.
 It lets them see your face, hear your voice, and start building that personal connection.

During the meeting, I always ask:

• What’s your vision for the event?
  
  
  
• What moments are most important to you?
  
  
  
• Who else is helping you make this decision?
  
  
  
• And most importantly:
   What would it take to earn your business today?
  
  
  

Now, I’ll be honest — it took me a while to get comfortable asking that last one.
 But it’s a game-changer.
 It opens the door to real conversations about what they need and how you can help.

Following Up (Without Feeling Pushy)

Once the proposal is sent, we don’t just sit back and hope for the best.
 HoneyBook automatically triggers a follow-up email sequence:

• Friendly reminders,
  
  
  
• Answers to common questions,
  
  
  
• Encouragement to reach out if they have any concerns.
  
  
  

We’ll also send a personal text or two —
 just checking in, offering to answer questions, letting them know we’re here.
 Always from a place of service, not pressure.

Securing the Date

Now, when the client is ready to move forward,
 we require two things to officially book their date:

1. A signed contract, and
   
   
   
2. A 25% deposit.
   
   
   

Both are non-negotiable.

And let's talk about making payments easy for your clients, because this matters more than you might think.

We want it to be as easy and comfortable as possible for them to pay that deposit.
So, we offer several payment options:

• Credit card:
   Clients can pay directly through HoneyBook using their card.
   I do pay a 2.5% processing fee for that — but honestly, it’s worth every penny.
   Clients feel safe, it’s super fast, and it removes friction.
  
  
  
• Zelle and Venmo:
   We also accept Zelle and Venmo, two apps that a lot of our clients already know, trust, and use for everything else in their lives.
  
  
  

The easier you make it for them to say "yes,"
 the faster you’ll get that booking locked in.

Why The Balance Is Due Early

We require the final balance one week before the event.
 Not the day of.
 Not at the rehearsal dinner.
 One week before.

Because y’all —
 those last few days before a wedding or a big corporate event are crazy.
 People are running around with 400 things on their to-do list.
 If you don’t have that final payment locked in ahead of time,
 you are setting yourself up for stress.

Take it from me — due one week before, always.

Quick Bonus Tips

Here are a few extra tips that have made a big difference for us:

• Be bold but kind in your meetings. It’s okay to ask direct questions! It shows confidence.
  
  
  
• Don't block your calendar without a deposit and a signature. No exceptions.
  
  
  
• If a client doesn’t book, try to find out why before they disappear.
   Even one piece of honest feedback can make you stronger.
  
  

So that’s our simple, streamlined booking process at Violin Event Entertainment!
It’s fast, it’s friendly, and it makes clients feel cared for right from the start.

If you want to hear more about how we automate everything with HoneyBook, or how we customize our proposals and Smart Files, come find me on Instagram @TheCelesteVee — I would absolutely love to hear from you!

Thanks so much for tuning in today —
 and until next time, stay organized, stay professional, and of course — stay glamorous!

[Podcast Jingle]