A hostess and promo agency runs on enquiries. One client needs four hostesses for a three-day trade fair, another wants two people for a tasting in a shopping centre, a third asks whether you can cover a corporate dinner for two hundred guests. Each request arrives by a different route – email, a web form, a phone call while you are busy at another event – and each one has its own scope, schedule and requirements for outfits or languages.
Then comes the constant puzzle of staffing: who is free that weekend, who is already booked elsewhere, who needs a reminder about the meeting point. When all of this lives in emails, a spreadsheet and your head, one missed message is enough for a client to go to a competitor.
No website yet? You can have one in minutes
Homeearly builds a free business page for you right in the admin, at homeearly.eu/firma/your-agency. It uses the details already in the system and picks a look that suits your industry. Add your services with photos – trade fair hostesses, promotions and tastings, corporate event staff or models for shoots and shows – upload a gallery from past events, and you are done. The map, contact details, terms and conditions and privacy policy are generated automatically.
The key element is the “Request a quote” button. Clients describe the event, how many hostesses they need and when, and see at a glance which days are already busy. If you own a domain, you can redirect it to the page.
Already have a website? Keep it
You can embed the enquiry form into your existing site with a single snippet of code, or simply share a link in your email signature, on Instagram, Facebook or your Google business profile. The real difference happens behind the website: all enquiries in one place, quotes, an event calendar, staff allocation and invoices.
One feature agencies especially appreciate is email to enquiry. Connect your business mailbox (Gmail and most common providers) and client emails are offered to you as enquiries to approve. Newsletters and auto-replies are filtered out, a client’s reply is attached to the right enquiry, and your mailbox stays untouched.
What it looks like day to day
- Quotes priced by scope – when no two events are alike, you do not have to force an hourly rate. Prepare a tailored quote, the client approves it online, and one click turns it into an event.
- Staffing several hostesses – the calendar and team view shows who works when; set working hours, and every hostess gets her own login to see her events on her phone. Move dates by drag and drop.
- No double bookings – availability can be read from Google, Outlook or iCloud calendars, and events also appear in the calendar on your phone.
- Dictate an enquiry – if a client calls while you are on a stand, speak the enquiry into your phone and the system picks out the name, phone, email and date.
- Push notifications for every new enquiry, so you can reply before other agencies do.
- Documents with each event – keep the contract, briefing or schedule attached to the event itself.
- Invoices with a payment QR code in a few clicks, automatic matching of bank payments and reminders when an invoice is overdue.
A week in practice
An illustrative example: On Monday morning you open the overview and see three new enquiries – two from the form on your site, one from email that the system offered for approval. For the trade fair you prepare a quote priced by the number of days and hostesses; the client approves it online on Wednesday and you turn it into an event with one click. In the calendar you check which hostesses are free on those days and attach the briefing to the event. On Thursday, during a tasting, a new client calls – you dictate the enquiry into your phone and answer it calmly in the evening. After the fair you send an invoice with a QR code, and once the money arrives, the payment is matched automatically.
What you gain
Enquiries stop getting lost in your inbox, quotes go out faster and look consistent, and hostess staffing is clear in a single calendar. You spend less time copying and searching, clients get a professional response, and you get paid sooner. See how Homeearly is set up for your industry on the hostess and promo agencies page.
Try Homeearly for free
Signing up takes a minute: 30 days free with every feature, no credit card and no commitment. We set it up for Hostess / Promo agency right away — services, menu and wording — and you can create your website straight after signing up.