AmptUp

9 tips to Make Holiday Rentals Your Most Profitable Season Yet

holiday rental party in background with winter cocktail with dollar sign stir stick

Let’s start where most venues stumble: whether you’re booking bands or rentals, it’s time consuming. On most venue sites, “Private Events” is a tiny link that dumps people into a generic contact form, which kills momentum.

Follow these tips to book your most profitable holiday season ever, while keeping the guest front and center (everyone is stressed and busy at the holidays).

Instead of the generic contact form and two short paragraphs about private rentals (like every other venue), give guests their own hub to imagine what their special night might look like at YOUR location. Be specific—photos, menus, pricing, ideas!

1. Make booking easy with the basics – Date & Price

Start by making it EASY for guests to get the basics—date and price—with

  1. a live date picker
  2. clear pricing
  3. instant hold/request
  4. option to collect deposit to hold the date

Tools like Calendly (or similar) let guests choosefree tool calendly date picker for holiday rentals available dates and times, collect details, and take payment or a deposit right on your site with a simple widget. Adding a real events-calendar to your rental page lets people see open nights without endless back-and-forth emails—an especially beloved time-saver during December.


2. Build Your Rentals Page Like IKEA Builds Rooms

Imagine going to IKEA to redecorate your living room and either:

  1. all the products are laid out in bins with no context, or
  2. someone at the front takes your name, phone number, and vision, and says representative will get back to you in 24 hours.

Both options would leave you overwhelmed or frustrated, and neither option makes it easy to buy. What works is IKEA’s immersive setup—rooms that show you what’s possible, complete with lighting, accessories, and personality.

Your venue’s rental page should do the same: show sample setups for events from past events. Many parties have a professional photographer, so set up an automatic email to every party host (set to deliver 2 weeks after the party) requesting a few great photos of the event, set up, fun or food to post to your site.  Most will be very happy to send them over. (And don’t hesitate to follow up with last year’s party hosts.)

Now, build that page like IKEA builds rooms. Don’t just say “Great for parties”—show it. The clearer the vision, the faster they book.

Take it up a level

Simply showing a series of photo galleries will already be more than most venues do (ie: Holly & Fred’s Wedding, Burrrr Ave Holiday Party, etc.).   However if you want to give guests more exciting ideas to encourage deposit-dropping, add these extras to your Event Idea pages:

  • Photo galleries
  • Sample event layouts
  • Sample menus (or full menus to choose from with pricing)
  • Specialty cocktail menus
  • What’s included
  • Optional add-ons (and pricing!)
  • Small touches past clients loved.

Example: “Company Holiday Social” shows 10–15 photos of the event with details about what made it great:

coat check → welcome spritz cart → photo booth with branded backdrop → well-wishes station → bar → dessert/coffee nook.

Add a short caption and an add-on price to photos (“Polaroid bundle $89,” “Branded backdrop $149,” “‘Letters to Future Selves’ station $39”). Event websites that feel like an experience (not a brochure) convert better—give guests everything they need before they ask.

3. Price Simply and Upsell Smartly

Keep your pricing structure clear and your upgrades relevant. Clarity and visibility are the two most important words for harried holiday planners.

Offer three easy holiday packages by headcount with a clear minimum spend. Then build optional add-ons or “event enhancements”.

Present upsells as helpful enhancements—not pressure tactics. The best time to offer them? In the confirmation email-locking in the date, once the excitement is fresh. You can also have these on the event page.


4. Create Turnkey Packages for Busy Planners

Make December easy to say “yes” to. Build seasonal landing pages that bundle essentials:

  • Holiday Mixer Pack — Space + host + curated playlist + welcome drink
  • Team Dinner Pack — Family-style menu + table styling + mic for toast
  • Matinée Mingle — Discounted daytime rental for budget-savvy teams

Launch it early, promote group bookings, and spotlight off-peak time slots (Sunday–Wednesday nights, daytime). Using an online calendar for visibility and pricing makes it easier for people to book the off-peak time slots. Make your venue the low-stress choice for frazzled planners with early-bird date & price visibility and ready-to-go packages.


5. Inspire Bigger Spends (and Happier Guests)

Encourage guests to personalize their experience in ways that feel joyful, not transactional. Here are some ideas:

  • Themed décor packages: Nordic Noel, Frosted Disco
  • Dessert add-ons: mini s’more station + hot-chocolate bar
  • Late-night snacks at 10:30 PM
  • Lounge furniture for mingling
  • Coat check service
  • AV support for speeches
  • Vendor sourcing (Photographer, Bands)
  • NA bar packages: mocktail flights for sober teams
  • Selfie-lighting kits & accessories for photo booths
  • Staffed-by-them or staffed-by-us gift-wrapping corner for office parties or toy donations for kids-in-need
  • “Leave-no-trace” cleanup option for corporate groups who want zero hassle
  • “Community Give-Back” option (€1 per guest to a local charity) with cumulative results shared in January. When guests feel good about where their money goes, they spend more freely.

6. Sample Private-Rental Page Layout

Header: “Book Your Holiday Party—Pick a Date, See Your Price, Lock It In.”
Date Selector: Embedded calendar showing open slots + “Place 72-hour hold” button.
Packages:

  • Holiday Mixer (up to 60): Space + host + welcome spritz/NA, festive playlist, coat rack — €1,950 (add: photo-booth kit €179; mocktail flight €8 pp; dessert cart €6 pp)
  • Team Dinner (up to 40 seated): Family-style menu, table greens, mic for toast — €3,200 (add: AV tech €120; espresso cart €249; late-night sliders €5 pp)
  • Full-Venue Buyout (up to 120): Dedicated staff, custom floor plan, security — €6,900 (add: lounge set €299; branded backdrop €149; cleanup guarantee €189)
    Idea Gallery: 4 labeled photo sets (that click through to their galleries) with descriptions & add-on prices.
    FAQs: Load-in times, curfews, sound levels, accessibility, parking, invoice terms.
    CTA: “Hold Your Date” + “Talk to a Planner” 

7. Keep It Tight, Honest, and Easy

Publish clear capacities, curfews, and inclusions. Confirm everything in writing with a simple event timeline and upsell checklist in the confirmation email. That combo—easy booking, vivid visuals, straightforward pricing, and thoughtful upgrades—drives December profits and keeps your guests merry. When buyers see a clear path to “yes,” they book faster and spend more.


8. Tell Everyone – literally everyone

Most people are afraid, yes afraid, worried, nervous…about texting people in their contacts about sales. Do it. Most people will be happy to help, and most often you’ll reconnect with someone you haven’t seen in a while. This is the best way (and likely the only month) where you could get a private booking and extra cash every night you’re open.

Start by sending an email out to EVERYONE who has EVER booked an event with you. If you don’t have those records, start keeping them.  It doesn’t have to be a fancy email, it can be a 2-liner that says:

We’d love to have you back!
We really enjoyed working with you and making your event special in past years.  Working with great people makes a merry holiday season for our staff too.  If you have any holiday party plans, we have some special discounts for our favorite past customers. on Tues and Wed Nights in Dec.

NEXT >>> Start texting everyone (your lawyer, your doctor, your friends, your Disc-Golf team) and ask them simply: “Hi, do you know anyone booking a holiday event? I’d love it if you refer them to [The Main Street Saloon].” Their mom or boss may be having a party.

9. Fly that plane while duct-taping it together!

We’re already in Nov, which means, you need to get promotion out the door (Maybe you already have!?).  Even if it’s not perfect, start rolling with it.

The Antidote to the Couch Effect

AI-man and woman talking at bar

“Sit-at-the-Bar September” didn’t come from a dating app—it came from 86-year-old New Yorker Laurie Cooper, who told her followers: “Hey girls… get off the dating apps… it’s sit-at-the-bar September.” Then she named actual spots—The Carlyle (Upper East Side), Bar Pisellino (West Village), Emmett’s on Grove—where you can park on a stool and meet humans in the wild.

But she didn’t stop there…she’s also telling gals to “get off that warm tush and get out there” with Get-off-the-Apps October, and Never-stay-home November.

The response? BIG.

Media from Bon Appétit to MarketWatch credited Cooper for turning swipes into full seats, with bartenders chiming in on how to make IRL encounters actually happen. They note app-fatigue is widespread (nearly 80% of users are over it), and that neighborhood bars with curved counters and regulars beat flashy “see-and-be-seen” rooms for real conversation. Meaning: people are looking for a vibe that’s approachable, not precious. 

How venues can get people back to the bars—this week:

AI-two-women-talking-at-bar
how to get off dating apps and meet someone at a bar
  • Program “No-Phone Hour” at the rail. From 7-8p, guests who stash their phones get a house spritz or NA aperitif for 2$ off. Train bartenders with two lines: “What are you drinking?” followed by “Are you celebrating anything today?”—it opens the door for table-to-stool intros.
  • Seat for serendipity.  If your bar is straight and crowded, create a mini “curve” with a host-led cluster: place two-tops at 45° facing the bar, leave one stool gap between parties, and coach staff to bridge intros (“You two were both eyeing the amaro—want a taste flight?”). Bartenders say layout and being “interruptible” matter. MarketWatch
  • Name the nights.“Meet-Cute Mondays,” “Talk-to-Strangers Tuesdays,” and a monthly “Regulars Roll-Call” where returning guests get their name on a chalkboard and a first-sip special.
  • Price matters, so lower the friction: a Barstool Prix-Fixe—one seat, one plate (burger-fries-and-martini (orNA highball)), and one conversation starter card for a set price. Add a tiny “icebreaker stack” at every other stool (“Ask your neighbor which dish on the menu they’d rename and why”).
  • Make exploring easy: Print a mini-map of nearby bars to encourage bar-hopping or publish a three-bar itinerary on Instagram every Thursday (“Start here at 7, head to ___ at 8, finish at ___ for nightcaps”). Steal Cooper’s specificity – specific places beat vague vibes—just like her NYC list did. Coordinate with a few other bars to do the same, and start audience-sharing.
    AI-girl looking up at dating apps
    Dating app fatigue

This trend is great news for independent venues: more butts on barstools, more first-dates at weeknight shows, and a reason to refresh programming (NA flights, “bartender’s choice”

intros, two-song speed-dating during the opener).

Want more headspace to run these experiments instead of drowning in booking back-and-forth? AmptUp streamlines your live-music booking so you can spend your time designing nights that get people off the couch and onto your stools. If that sounds better than another inbox marathon, tap AmptUp and make more of these nights happen.

How to get them chatting:

Want people to get MORE out of their drink…and maybe stick around for a while? Print out table top cards for the bar that simply say: “Ask your barstool neighbor:”

And who knows, maybe that happy hour drink will turn into a wedding room rental.

  1. If you could name a drink after your week, what would it be?
  2. If you could steal the playlist right now, what song would you play next?
  3. Would you rather close down the bar or open it the next morning?
  4. What’s your go-to comfort food after a long day?
  5. What city (besides this one) would you most want to bar-hop in?
  6. If you could have a drink with any musician—dead or alive—who would it be?
  7. What’s one thing you’ve done this year that deserves a toast?
  8. What’s the most underrated dive or venue you’ve ever been to?
  9. What was the best moment in your day? (What was the hardest?)
  10. What’s your telltale sign that it’s been a good night?

 

About AmptUp

Our mission is to help small-medium sized independent Venues increase revenue and decrease stress by giving them back their time and creating a single source of truth for their team and artists. Our tool is thoughtfully designed to be affordable, simple, and beautiful so that it slides into your existing processes in under an hour. Book artists in under 3 min. each, with a tool that’s intuitive for every. single. person.

Collect things like W9s and artist photos, while improving artist relations and reducing errors (aka – Make artists and agents love you by giving them what they need easily! (No logins or sign up need).

Click here for a free demo.

Make More Money even when people are drinking less

Blonde woman drinking water in a martini glass with a red banner that says "Just water!"

Gen Z is buying tickets in droves (hallelujah, they finally got real jobs!), but guess what? They’re not drinking as much. And to compound this problem for most venues, January has always been a brutal month after three months of holiday indulgence. Toss in Dry January, and suddenly it’s a veritable nightmare financially. Revenue takes a nosedive, and if you’re not ready, it’ll take your profits with it.

So, why aren’t they drinking? Don’t they know you have bills to pay, that you give almost all of the ticket sales to the artists??

While news outlets will tell you it’s all about “health and wellness” (eye roll) and preventing bad decisions (ok, we can get behind this) the real culprit, according to many vocal Reddit users, (which is pretty much all Reddit users) is price.

Despite that shiny new business card with their name on it, Gen Z (and the rest of America, thanks to inflation) can’t spend $15-40 on a ticket, then buy 2-3 drinks for themselves and a date, totaling $120 + for the night.  Throw in the cost of a baby-sitter, and people will start robbing banks to see a show.

So, how can small independent venues make it through this dry spell without sacrificing their bottom line?

  1. Change Up Your Ticket Packages

Many Venues increase prices for ticket sales and drinks, but that infuriates hard-working regulars and fans, spreading the misery as people begrudgingly shell out more money, or opt-out completely, leaving empty seats for the Venue.

The trick is to find something that people ARE finding value in and charge for that (instead of increasing prices, punishing fans, and the few that are choosing to drink). While health is a part of their decisions, the majority are saying high prices are what’s stopping their spending mood at the start.

Instead, offer ticket packages that throw in something else—like a free mocktail, or access to a VIP line at the bar, VIP parking (hello parking cones in front of your building!), a meet and greet with the artist or album signing, or even a meet and greet with other die-hard fans (with a ‘free’ drink/food – getting them to buy it upfront in the ticket).

Don’t fall into the trap of creating high priced VIP packages, create smaller packages with a few add-ons each.

  1. Make Mocktails Fun (Yes, Really)

Mocktails aren’t just for people dealing with addiction—they’re the new cool. They open up new audiences for you like all-ages crowds, pregnant/nursing mothers, people with sensitive medical interactions, and others watching their health.

Expand your mocktail list, or host a mocktail mixologist contest and let your crowd decide the winner. The winning drink makes it onto your menu, and the winner gets free show tickets or some sweet bar swag.

Boom, instant engagement, and no one will bug you with “just water, please.”

  1. Cut Your Drink Prices (stay with me on this one…)

Imagine you’re a 24 year old kid, you’ve just learned how to make mac and cheese from the box, gotten your first real job and girlfriend, and you’d like to see a show (no hate-mail please on my gross-generalization of people age 24). 

How likely are you to buy you and your girl several drinks (often $10-18 ea) to get through the night? On reddit, the phrase “ridiculously expensive” comes up often on this topic.

Do an experiment: make your drinks less expensive or offer hefty specials/discounts during your busiest time, and see if bar sales increase significantly to overcome the loss on previous margins (try a two-for-one deal?).

Be sure to ask the artist on stage to highlight your unbelievable drink prices, maybe even offer a toast to the good times (“Everyone grab your drink, we’re going to do a toast in 5 min!”).

If you’re known as the spot with the affordable AND delicious drinks, you’ll get people in the door giving you a twofer benefit, more tickets sold + higher volume of drinks sold. People love bargains, and if they’re not blowing their rent money on one drink, maybe they’ll come back for a few more shows.

This AWESOME chart shows you all of the restrictions by state and by drink special (ie: restrictions and bans on free beverages, multiple drinks for a single price, happy hours, etc.)

  1. Get Sponsors on Board

If drink sales are tanking, look for sponsorships that fit your crowd.

Gen Z is all about CBD, fashion, and sustainability, so find a sponsor that fits your audience.

One thing you do need to focus on here, is making sure the brand has a good experience and gets some bang for their buck.  If you’re expecting them to hand over cash for a single vinyl sign hung in the back, you won’t have much luck AND you won’t have repeat sponsors.

Think about it from their perspective and create 3-4 different ways they can get meaningful interaction with your customers. Be willing to be creative based on who they are and what they’re trying to accomplish.

For example:

  • A liquor brand does tastings or jello shots (which you could sell??)
  • A fashion brand adorns the bar tenders with their outfits or jewelry and plants a few hotties in the audience with their wares, a drink special is named after their top piece, and signs with QR codes are on the bar. Anyone who buys the drink special gets entered to win a necklace (available to take home that night!)
  • Having a foam party? get it sponsored by Ms. Meyers soap!! Or Tide…or (he he) a lubricant company.
  • A CBD edibles company to sell their gummies for a markup and a sponsorship fee. Make a special drink that highlights their candies (ie: rim a drink with these THC pop-rocks style candy)
  • Have a sneaker ball – a sneaks night that is all about the kicks! (Uhh…here is a handy sneaker slang dictionary for your prep). Get a local fashion company, or if you’re fortunate to live in a town with TWO major sneaker conglomerates (like Portland, OR), go after Adidas & Nike as a sponsor.

Get creative!

  1. Beef Up Your Merch Sales

Virtually every Venue in America sells a  > insert product (hat, shirt, glass) < with their logo on it.  Don’t be this Venue…at least, don’t sell only that. Boring merch that turns the person into a walking advertisement doesn’t sell, unless you have massive caché.

Take a cue from El Arroyo, a Mexican restaurant in Austin known for its hilarious signs. They’ve gone viral for putting snarky wisdom on shirts and mugs.

Don’t know what to say? ChatGPT is just dying to give you some ideas.

(here’s proof: 

My command: 

“Create 5 funny, short sayings that would go well on a t-shirt or mug in the style of El Arroyo (but not copying it directly – do not plagiarize!), for a dive bar. These should not be slogans that are selling the bar, they should be sayings people would want to wear on their shirt, something that would represent how they think or who they are. Make them as snarky, funny, and sarcastic as possible.”

Results:

  • “Running late is my cardio.”
  • “My liver’s fine. It’s my decision-making that’s questionable.”
  • “I’m not arguing, I’m just explaining why I’m right… again.”
  • “I’m not day-drinking; I’m on a liquid diet.”
  • “Of course I talk to myself. Sometimes I need expert advice.”
  1. Sell Cannabis Products

If your state’s cool with it, why not sell cannabis edibles or drinks? Gen Z is all about it, as the health benefits from cannabis far outweigh alcohol (according to the Vice capital of America, Nevada). Plus, no next-day “what did I say?” regret. Ok, we can’t promise that.

But you will have a more chill crowd, and instead of them having god knows what in their system before they arrived, you might have a slightly better idea.

Check out the map of where cannabis is legal here and see if you can cash in.

  1. Embrace the Sober

There are sober bars around the country that are more than a glorified coffee shop with night hours. They provide a vital space to gather – with bar vibes – making it accessible to large groups of people that don’t want, or are legally prohibited (minors) from drinking alcohol.

When asked what a “Sober bar” is, reddit user cantakethshyfrom_me said: “It’s like an atheist church. There aren’t enough 3rd spaces (places that aren’t work or home) that foster social engagement as is, and if you don’t participate in certain rituals like drinking or worship, you’re cut off from even more of them.”

And the paying audience can be huge. One sober bar bartender described “Founders Day,” a 3-day celebration “commemorating the founding of Alcoholics Anonymous on June 10, 1935. Members honor the founders, Dr. Bob and Bill W., and reflect on AA’s impact in supporting those recovering from alcohol addiction. which brings in thousands of sober folks to Akron, Ohio every year.”

Take a look at these dry bars from coast to coast for inspiration.

Try hosting a sober-friendly event, not only does it stretch your creativity to explore new avenues for revenue not focused on alcohol and make gathering more accessible to non-drinking crowds. (Do consider the prominence of your liquor bottle collection.)


Dry January and decreased drinking doesn’t have to mean dry profits. With a few of these moves, your numbers will be up and to the right, even if your patrons are sticking to water and mocktails.

About AmptUp

Our mission is to help small-medium sized independent Venues increase revenue and decrease stress by giving them back their time and creating a single source of truth for their team and artists. Our tool is thoughtfully designed to be affordable, simple, and beautiful so that it slides into your existing processes fast and easily.

Collect things like W9s, artist photos, and while improving artist relations and reducing errors (aka – Make artists and agents love you by giving them what they need easily! No logins or sign up need).

Is Google Holding You Back?

A man wearing fluorescent colored clothing puts a 1980's - 1990's cellular brick phone into his fanny pack, representing state of the art style and technology for that time. Detail shot; horizontal with pink background.

After an unrelenting holiday season that goes from October to Jan 2…with demanding party hosts, constant staff changes due to a germ-filled December, late nights, entitled guests, grateful guests, and nonnnnnnn-stop Christmas music…January is finally here.

I used to think that January was the most boring month of the year, after 3 months of holiday buzz and sugar highs… until I started using that coldest month to reset, recalibrate, and prepare for the year ahead.  Now I look forward to it. I crave it.  I started new challenges, (goodbye sugar! Hello 30 days of yoga!) and started looking at what I was doing in my life that could be easier, bring more joy, and of course, of course! put more money back in my pocket.young man reclining on couch, watching computer wrapped up in cords with pizza on floor. Looks like he's been there a while.

So, if you’re ready to ring in the new year binge-ing on Netflix with your couch – good! You deserve it! The independent live music Venues of America are essentially the main source for bringing good cheer to all – and it’s hard work.  Innnnnddduuuuulllllgge.

After recuperating, the next natural thing is to review the past year and see how you can make this one better.

  • How will this year be different from the last?young man holding watering can, pouring over a model of a house with dollar signs falling out of the can. He looks calm.
  • What do you want to accomplish?

Whatever fulfilling goals you
want to achieve, at their base, most goals benefit from:  1. More time 2. More money.
AmmIright?

Live music venues are the beating heart of every city, they’re essential. If you have regular live music, then one of the most time consuming parts of your job is likely dealing with live music.  Everything from the booking to the production, the technology, the people, the managers, the payment, etc.

And, the slide into all-consuming-cobbled-together-google-systems happens more quickly than most realize. 

What systems are live music venues using?

We estimate that:

  • 90% of Venues use some combination of Google calendar/Google Docs and messaging (email/DMs/text)
  • 5% use some other booking tool (we know of only one that costs over $400/mo per Venue that requires CONSTANT manual entry) or bespoke custom-created software
  • 5% use a mix of a handwritten calendar, texting and/or memory.

Because there has never been a good booking system before, everyone has to make up their own.  Until now.

These numbers show that thousands of people are wasting hours in their day. Why? Because Google never once considered the nation’s independent live music Venues when building their calendar or Google docs system. They made a generic system that requires people to be systems geniuses AND spend 25-30% of their time on manual entry….essentially descending them into the 5th level of copy/paste hell.

I’m a Google suite subscriber, myself, so… no hard feelings against the Google Gods that run so much in our country. (Google if you’re watching me, and I know you are, I love you very much.)

Something to consider:  All signs are pointing to a bigger-than-ever year for live music…and since the most time-consuming part of this business IS the music and the management surrounding it, that means that any inefficiencies in your current system (ie: manual entry, copy/pasting, one person who knows everything and then gets sick or leaves…etc.) will be magnified as well, and much more painful. But, when you’re in the thick of things, it will be much harder to change.

But, we believe it should be easier, so we designed a system that allows:

  • creatives to be CREATIVE
  • production people to focus on the minute details that make a good production
  • owners/GMs to have full visibility and control, no matter who comes and goes on the team
  • marketing to get what they need without waiting
  • the booker, the musician, and the team to ALWAYS be on the same page

…no lengthy setup and no project management degree required.

Here’s what AmptUp can do, that even the most well-worn Google systems can’t:

  • Set up an entire professional-level booking system in 15 min or less.
  • Track the status of each booking (approved, changes requested, declined) on your dashboard.
  • Create a single source of truth, update in one place only (for your team AND the Musicians).
  • Book each band in 3 minutes (instead of 3 weeks)
  • Autoflow booking details straight into the calendar
  • Automatically receive Musician marketing assets with every booking confirmation.
  • Eliminate the back-and-forth with Musicians
  • Auto-generate a printable run of show (no data entry needed)
  • Calculate and communicate the sell-out potential (without a spreadsheet)

…all while booking any band you want.

See how it works here. 

So… what? No more Google? 😢

But, if so many people are using Google (myself included), when does it work well?

Like in many parts of the business, you use specific tools for a specific function; the problem occurs for Venues when they try to use gcal/gsuite for all of the functions.

Gcal/Gsuite is great for writing up ideas in a document and collaborating, it’s also great for staff schedules, however most servers don’t use Gsuite to take orders and pass them to the kitchen or close out tabs, and accountants typically turn to quickbooks instead of a Gsheet.

In the same vein, Bookers at independent live music Venues across America are turning to AmptUp to make booking faster, easier, and error free. 

What is AmptUp?

AmptUp is the online booking tool that supports independent music Venues and helps them streamline booking, saving literal hours every week. Whether Musicians contact you, or you find them, with AmptUp you can:

  • Send and finalize booking offers FAST – 3 min. instead of 3 weeks.
  • Reduce the email overwhelm
  • Give Musicians everything they need automatically
  • Create a single source of truth for your team and the Musicians’
  • Get Musician assets WHEN the show is booked
Book fast and clear with AmptUp, so you can focus on promoting the show or running the business.
 

Make Merry: Stress-Free Venue Management this Holiday Season

white woman overwhelmed during holidays

The holidays are for you too.  Yes, You are the Merry-MAKERS, but you should also be able to make merry yourself – here’s how to do that without the stress. 

With the long hours of December holiday events, the short hours of daylight, and the beginning of sick season where our immune system is unprepared for the onslaught of germs headed our way, you’ve got to be prepared. 

If there was any time in the year to take a few minutes to prepare…that time is now.  Here are a few tips to make this holiday season bright and well, easy…ahem easier.

1.     Get some help early. 

Take a minute – literally just 2-3 minutes – to look back on previous years.

  • Where are the points of stress you experienced?

  • Was there a certain group, or type of group (ie: corporate parties, rehearsal dinners?) that caused more stress?

  • Did you notice more stress around a certain date, or with certain aspects of your life (ie: parental duties or gift buying?)?

Notice when, where, who, and WHY that stress accumulated and start making plans.  Most importantly, line up some help. 

To start: Warn people now! Let people around you know your observations to help them understand the pressures that are coming, and ask for their ideas.

Second:  Ask for help.  Your staff will likely be maxxed out as well, so take a look at your non-staff supports (or staff with minimal duties).  Go to them.  That can be as simple as asking your spouse, a business partner, or your kids to take on a few specific duties.

START REDUCING STRESS – CHECK LIST: write down one time or area that you remember feeling stressed or overworked last year – what is one way you, or a helper, can reduce the burden?

2.     Identify and reduce tension points.

Since your staff may be stretched to the max, and working with lower staff counts as flu season ramps up, where and when do tensions arise between staff or from customers:

a.     Team satisfaction?

b.     Customer complaints on food quality? Speed? Friendliness?

c.     Do certain things get overlooked, like basic maintenance and cleanup, during the busy holiday season? 

One common stress point is having lower staff when someone is out. Before you get too far into December, prioritize your back up plan. The last thing you want is to be short staffed due to illness during a money-making private event.  Invite 2-4 of them to a 1-2 hr training to ensure they can jump in when needed.  This minor cost will pay you back 10 fold. Questions to ask:

d.     Who is your back up team? 

e.     Are their old employees who have moved on, or friends of employees who might be able to fill in last minute? 

START REDUCING STRESS – CHECK LIST: Find your back-up team, contact them, make sure they are trained.

3.     Make sure basic maintenance is not overlooked when staff and resources are stretched thin.  

Accountability is key when things get busy. Go old school and print out a checklist (or hang a white board) of critical items and when they need to be accomplished (pre-open, at closing), with a place for the responsible person to mark their INITIALS. Initialling is an important sign of accountability. If you don’t already do this, now is a good time to start. 

Start as early as possible to ensure habits and processes are in place when needed.

If time is limited, focus on the elements that will most effect customers, ie: 

a.     Who takes out the trash?

b.     Who checks bathrooms, and how many times during open hours?

c.     Who breaks down any custom installations and puts away furniture?

d.     Who tidies up the main areas? (ie: fallen branches or blown-in trash from last night’s wind storm)

e.     Who makes sure walkways are de-iced, safe, and well lit?

START REDUCING STRESS – CHECK LIST: Create a simple check-list and post it in staff areas; discuss it at your next staff meeting. 

4.     Give yourself extra hours in the week by managing live music shows with AmptUp. 

We all know and love Google docs/cal, but it has serious limitations for putting on a show. Most importantly, it requires you to copy/paste, upload, and input constantly to make it function for live music booking. And of course, that increases human errors on both sides (double bookings, confusion on pricing, etc.). 

Get hours back every week with these time-savers:

a.     Put show details in once in AmptUp, and let it flow in where it’s needed automatically.

b.     Automatically receive marketing assets, every time a Musician approves a show.

c.     Give Musicians everything they need, so you’re not answering repetitive questions before the show. 

d.     Give your team everything they need so you’re not uploading, emailing, and updating multiple people each time…especially for last minute changes 

e.     Track the status (and details) of ALL bookings in a single dashboard, so you’re not looking through email threads to get answers.

f.      Automatically download the run-of-show, instead of building spreadsheets.

START REDUCING STRESS – CHECK LIST:  Email the booking link to your marketing or sound people where they can download what they need (marketing photos? Stage plots?). Click “Download Run of Show”, print it, and tape it to the wall or hand it out if needed – for the less tech savvy team members.

What is AmptUp?

AmptUp is the online booking tool that supports independent music Venues and helps them streamline booking, saving literal hours every week. Whether Musicians contact you, or you find them, with AmptUp you can:

  • Send and finalize booking offers FAST – 3 min. instead of 3 weeks.
  • Reduce the email overwhelm
  • Give Musicians everything they need automatically
  • Create a single source of truth for your team and the Musicians’
  • Get Musician assets WHEN the show is booked
Book fast and clear with AmptUp, so you can focus on promoting the show or running the business.
Schedule a demo here.
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