Sales Call Strategy: Create a Client Profile

When it comes to creating exceptional event experiences for your private clients in their homes, it's a slightly different ball game compared to a restaurant setting. Pulling off flawless events in a private setting takes extra planning and finesse. But don't worry, this article will help you navigate the process of creating a client profile during your sales call that will give you the information you need to plan your event with flawless execution. Let's dive in!

To deliver exceptional events for your clients, it's crucial to understand their preferences and needs. Each client is unique, so doing the groundwork for each event is important. When laying the groundwork, asking as many questions as possible is key. During the sales process, gather as much information about your client. A sales script or guide is incredibly useful for this purpose. This preparation allows you to conduct thorough research and create a detailed client profile that will shape your action plan. Whether you're providing a plated dinner or another service, the success of the event hinges on meeting the client's specific requirements.

I've noticed that many business owners often miss the mark on delivering exceptional service due to a lack of planning and not asking the right questions. Business success is grounded in the utilization of the information you gather from your clients. Momentum comes from mapping out their experience and strategically planning your event with a calculated system. Here is how you attain the information you need to plan and execute exceptional service.

Create a client profile

Here is an explanation of 12 questions that are needed in the process of creating a system for planning and executing events:

1. Name: The client's name is essential for personalizing communication and ensuring you address them correctly throughout the planning process. Also, don’t forget that you need to know who you are sending the BEO to and who to address the invoice to.
2. Phone number: Having the client's phone number allows for easy communication and quick updates regarding the event details or any changes that may arise. Furthermore, having access to the client’s phone number will allow you to send automated text messages if you are using an optimized CRM.
3. Email address: Email is a primary mode of communication for sharing event details, contracts, menus, and any other important information related to the event. Also, email is still the number one sales lead for product offers and lead magnet sales flows.
4. Event date: Knowing the date of the event is crucial for scheduling, coordinating staff, and ensuring all necessary preparations are made in advance. You don’t want to overbook or schedule a client on a day you're not available. It’s easy to say yes to a high-sales event even though you are already fully booked.
5. Event location: The event location is crucial for logistical planning, travel time, and fuel costs. Another factor is the demographic in which the event is being held. Part of event planning includes gated communities, paid or private parking, and the community surroundings. The last thing you want is to have completed your event and later find your vehicle towed.
6. Headcount: You need to know the number of guests attending the event to know how much to charge the client, plan the menu, determine portion sizes, and calculate the number of staff needed for the event.
7. Event type: You need to know the type of event the client is having to better offer services. These could include plated events during a wedding, corporate dinner, birthday celebration, etc. Knowing the type of event helps tailor the menu, decor, and overall ambiance to suit the occasion.
8. Reason for the event: Understanding the purpose or reason for the event allows you to create a more personalized and meaningful experience for the client and their guests.
9. Food allergies: Being aware of any food allergies or dietary restrictions the guests may have is crucial for menu planning and ensuring everyone can enjoy the meal safely. It’s my experience that clients want to see you put in the work to ensure every guest can eat comfortably while dining on the experience.
10. Desired cuisine: Taking the time to ask the client's preferred cuisine or specific menu requests helps in creating a customized menu that aligns with their tastes and expectations. Ask them what they do and do not like to eat. Ensure the client that you will create their menu while avoiding these dislikes. Also, ensure the client that you will add their likes to the menus just as well.
11. Budget for the event: As a personal chef, you will come across clients that do have a budget. Often corporate events and smaller family events that want a plated chef experience will be looking to book within a financial budget. The client's budget allows you to propose suitable menu options, services, and enhancements that fit within their financial constraints while delivering a memorable event experience.
12. Time: Knowing the time of the event, including the arrival time and end time, is essential for planning the schedule, coordinating staff, and ensuring all preparations are completed on time. This helps in avoiding any last-minute rush and ensures a smooth flow of the event.

Additional services required (e.g., server staff, bar staff and services, plates and silver rentals, napkin rentals, etc.)

Potential requests clients may need or request:

• Server staff: Some clients will know they want server staff and others may need to be you to suggest this additional service to them. I've often taken on clients who have expressed frustration because of slow service time from other personal chefs. Most of the time this was due to the chef not hiring server staff. Chefs want to maximize their profits and in doing so don't provide exceptional service. Servers are crucial no matter if you are running a service in a restaurant or the exclusivity of a client's home. Don't bite off more than you can chew.
• Bar staff and services: If alcohol is being served, having experienced bartenders and bar staff can enhance the guest experience and ensure responsible alcohol service. When you are in a client's home, you are the chef of that kitchen. Every great chef needs to learn the art of delegation. Good bar staff are masters of interpersonal relations and can help you elevate the client's experience. Furthermore, bar staff can be delegated to handle other tasks and have you back when you are in the weeds. Remember you are providing the restaurant experience in a private setting. All the rules still apply.
• Plates and silver rentals: Most events for private chefs will consist of the client's plates and cutlery. However, high-end clients tend to want plates and silverware that can contribute to the overall aesthetic of the event. Renting high-quality plates and silverware can elevate the client's personal preferences.
• Napkin rentals: Napkins are an essential personal touch to the table just like a tie is to a suit or a purse to a dinner dress. Napkins will create character in the table settings and will add elegance to the dining experience. It's these fine touches that make your client a recurring revenue for your personal chef economy.

If you follow these steps for creating a client profile, you will set a strong foundation for delivering outstanding service. Taking the time to create a well-crafted client profile allows you to understand your client's unique preferences and needs, enabling you to tailor your approach and exceed their expectations. This strategy listed above not only ensures a flawless and memorable event but also fosters client satisfaction and loyalty. By investing the time to gather detailed information and plan meticulously, you can overcome the complexities of private event planning with confidence and precision.

Remember, executing a flawless event in a private setting hinges on thorough preparation and understanding of your client's desires. By following the strategy provided, you can ensure each event is a unique and memorable experience for your clients. From the initial consultation to the final execution, every interaction with your client should reflect your commitment to their vision and satisfaction. Take the time to plan each aspect, from menu selection and table settings to ambiance and timing. Engage with your clients regularly to keep them informed and involved in the process, making adjustments based on their feedback and preferences.

Don't forget that the key to success is in the details and the personalized touch you bring to each event.

Sincerely,

Josiah Salyer

PS: If you are a chef looking to start your business or perhaps you are already running a business and need guidance. Message me the word “Profile” and I’ll get back to you.