In part one, we explored how to turn initial interest into confirmed bookings. Now, let's dive into the next crucial step: ensuring that everything runs smoothly once the party is booked. Planning a child’s birthday party involves managing a host of details, from parent communication and guest lists to scheduling and all the little extras like decorations and party favors. It’s easy for things to get overwhelming without the right tools in place.
A recent study by Slack found that 77% of employees want automation to improve their productivity—a sentiment that applies far beyond corporate environments. In the world of party planning, automation can be a game changer. Managing updates from parents, fluctuating guest numbers, and endless party specifics can be dizzying. But with the right automation tools, operators can stay on top of every moving part, saving time and reducing stress.
ROLLER is designed to help you automate operations, streamline communication, and manage every detail seamlessly—from booking to party day. Whether it’s sending automated reminders to parents, managing inventory, or optimizing staff schedules, ROLLER ensures your team stays focused on what matters most—delighting your guests and creating unforgettable experiences
Keeping parents in the loop
When a party is booked, your integrated CRM system can continue the communication train. Immediately after booking, set up a sequence of emails and SMS updates packed with what to expect, how to prepare, and even a gentle nudge about compliance party waivers. Here's how automation can help get parents prepped and pumped for the big day while you focus on preparing your venue:
- Countdown reminders: Each message is an opportunity to build excitement, share tips, and ensure parents feel supported at every step.
- Offers and upgrades: To boost revenue streams, add offers such as theme upgrades, including cakes and lolly bags. Add photography packages or extended play time with exclusive event access.
- Anticipate changes: Easily accommodate fluctuations in guest numbers by allowing parents to register new members. With ROLLER integrations, an event update can automatically trigger a notification to your team.
Prepping your venue to perfection: integrated external systems
On the flip side, your venue's got to transform into party central. But what if your email marketing platform doesn't have built-in sales or operational capabilities? Fear not. The flexibility of ROLLER extends to its ability to integrate with various tools, enabling automated operations to reduce errors and save time.
Venue booking calendar: preventing overbooking errors
ROLLER integrates with calendar management tools like Google Calendar or Microsoft Outlook to ensure that once a booking is made, it’s automatically reflected in your venue’s calendar. This aids in conflict-free scheduling and eliminates the risk of double-booking venues. This event can then trigger resource allocation processes.
Inventory management: keeping the party on track
A party booking or an event update can trigger automatic inventory updates, ensuring you’re never caught off guard. ROLLER integrations with inventory management tools like Yellow Dog, TradeGecko, or QuickBooks Commerce can ensure supplies are always ready.
- Set aside inventory: This includes decorations and any specific food and beverage items. This reserved inventory is marked for the event, reducing the risk of shortages.
- Maintain optimal stock levels: Automated systems are used to initiate regular inventory checks. Establish specific stock-level parameters that trigger automatic reorders. This proactive approach ensures you're always prepared, even for last-minute bookings or added requests without the last-minute rush.
Labor management: seamless staff scheduling
ROLLER integrations with labor management platforms like Deputy or When I Work can arrange schedules that satisfy both your operational needs and your bottom line. These systems allow you to automatically generate schedules based on staff availability, event needs, and budget, reducing the overhead of manual scheduling for increased productivity. This can be especially beneficial to weekend parties when higher wages might apply to certain team members.
Real-time budget management
As a venue operator, you're no stranger to last-minute requests, such as adding more guests or upgrading the party package. With financial reporting tools integrated with ROLLER, you can gain a clear, real-time view of your finances, enabling you to make quick decisions. Adjusting plans and budgets on the fly becomes straightforward, balancing guest satisfaction and financial efficiency. From tracking deposits to noting every expenditure, this approach ensures nothing is overlooked. This transparency helps identify areas for cost savings and optimization, making your future party planning even more efficient.
Ready to get started?
Planning and hosting children's birthday parties can come with its own set of challenges. Whether it's through streamlined communication and booking schedules, inventory management, or better financial visibility, ROLLER integrations ensure that your venue is ready for the big day. With every venue having its own unique infrastructure and offerings, it's never too early to consult with a system integrator. These experts can advise on which integrations work best for your current needs and set you up with the right foundations for success – so you can scale with confidence.
Stay tuned for part 3 of the Parent Party Campaign Series: Enhancing In-Venue Birthday Experiences, where we'll continue to turn your venue into the ultimate party destination.
