The Willow Barn: 3-Touch Venue Tour Follow-Up Sequence

This sequence follows up after each tour. It thanks the prospect the same evening, delivers the custom proposal within 24 hours, and checks in kindly before the 7-day date hold ends. Every urgency point comes from your real process: the 7-day no-deposit hold and the 14-day rehearsal-slot perk. Nothing is invented to pressure anyone.

Timing Cheat Sheet

Timing assumptions:

• The hold runs 7 days from the tour date, so it ends on day 7.
• The rehearsal perk runs 14 days from the tour date. It is still available after the hold ends, so Email 3 mentions both.

Two extra merge fields used: {{hold_end_date}} (tour date + 7 days) and {{perk_deadline}} (tour date + 14 days). Calculate both for each prospect.

Email 1: Tour Thank-You

Subject line options

1. So glad you came out to the barn!
2. Thanks for touring The Willow Barn
3. That sunset, though (+ what's next)

Preview text: Your custom proposal is on its way, and your date is held for 7 days.

Recommended send time: Same evening as the tour, 6–8 pm.

Body

Hi {{first_name}} [and {{partner_name}}],

Thanks so much for coming out to The Willow Barn on {{tour_date}}! It was a real treat showing you around, and I'm still smiling about {{personal_detail}}.

A quick recap of the spots we wandered through:

• The meadow ceremony site, with the sun setting over the mountains
• The stone courtyard under the string lights, made for cocktail hour
• The barn itself, a restored 1920s dairy barn that seats up to 180 for dinner

Here's what happens next: I'll email your custom proposal within 24 hours. In the meantime, {{event_date}} is held for you until {{hold_end_date}}, with no deposit needed.

One question while it's all fresh: is there anything you'd like me to include or price out in the proposal for your group of about {{guest_count}}? Just hit reply.

Talk soon, Dana Ruiz Venue Manager, The Willow Barn [PHONE]

Corporate swap: Replace "ceremony site" with "the meadow, great for an outdoor session or sunset gathering." Drop {{partner_name}}.

Email 2: Proposal & Next Steps

Subject line options

1. Your Willow Barn proposal is here
2. Your proposal + how booking works
3. Everything you need to say yes (or ask)

Preview text: Your custom proposal, how booking works, and answers to the usual questions.

Recommended send time: The morning after the tour (9–11 am), or as soon as the proposal is ready within 24 hours.

Body

Hi {{first_name}},

As promised, here's your custom proposal for {{event_date}}: [PROPOSAL LINK]

It's built around what you shared on the tour: [PACKAGE NAME] for about {{guest_count}} guests, including [WHAT'S INCLUDED]. For reference, Saturday packages from June to October start at $7,800.

Booking takes three steps:

1. Sign the contract in our HoneyBook portal.
2. Pay a 30% retainer there to secure your date.
3. The rest is split into 2 payments, due [PAYMENT DUE DATES].

Two questions I hear a lot:

• Budget: Fridays and Sundays are 15% off, so if your timing is flexible, it's worth a look.
• Food: You can bring any licensed caterer, so feel free to go with the one you love.

Small bonus: book by {{perk_deadline}} (within 14 days of your tour) and we'll include a free 1-hour rehearsal slot.

Ready when you are: [BOOKING LINK]

Questions? Just reply. I'm happy to help.

Dana Ruiz Venue Manager, The Willow Barn [PHONE]

Corporate swap: Change "rehearsal slot" to "1-hour rehearsal slot (great for a run-through with your team)." Only do this if the perk applies to corporate bookings: [CONFIRM].

Email 3: Closing the Loop

Subject line options

1. Your date hold ends {{hold_end_date}}
2. Quick check-in on {{event_date}}
3. Closing the loop (zero pressure!)

Preview text: Yes, not yet, or no thanks. Any answer helps, and one word is plenty.

Recommended send time: Day 5 after the tour, mid-morning (9–11 am).

Body

Hi {{first_name}},

Just a friendly heads-up: your hold on {{event_date}} wraps up on {{hold_end_date}}. I wanted to check in before then so nothing sneaks up on you.

Any of these is a great answer. Just reply with one word:

• Yes! You can sign and pay the retainer here: [BOOKING LINK]. Book by {{perk_deadline}} and the free 1-hour rehearsal slot is yours.
• Not yet. Totally fine! I'm happy to talk it through by phone or set up a second walk-through. [OPTIONAL, ONLY IF YOU OFFER IT: "I can also look into extending your hold."]
• No thanks. No hard feelings at all. Thank you for spending time with us, and I hope your day is wonderful wherever it lands.

Whatever you decide, thanks for considering The Willow Barn.

Warmly, Dana Ruiz Venue Manager, The Willow Barn [PHONE]

Text-Message Versions

Only text people who have agreed to receive texts from you. Character counts below are approximate. Recheck them after the merge fields fill in, since long names or dates can push a message past 160 characters.