How Vinyl Space Soho is using Tiquo to maximise corporate event booking conversion
Two rooms and 6,000 sq ft in the heart of Soho, booked by brands, agencies and companies. Every website enquiry now lands in Tiquo with the details needed to quote on the first reply.
Previous tech stack
- HubSpot
- DocuSign
- Google Sheets
Vinyl Space Soho is an event venue on Marshall Street, five minutes' walk from Oxford Circus, Tottenham Court Road and Piccadilly Circus. It has two rooms: the Gallery, a white space of just under 5,000 sq ft for up to 260 guests, and the Studio, a brick room of just over 1,250 sq ft. Together they hold 320 people.
The venue hosts exhibitions, presentations, trade and fashion shows, press days and launch parties. It does not take private parties, so its bookings come from brands, agencies and companies planning events.
Corporate event planners often shortlist several venues at once. The venue that replies first with availability and a clear quote has the best chance of winning the booking. Vinyl Space Soho uses Tiquo to make that first reply faster, to track every enquiry through to a confirmed event and to run the event itself, from the contract to check-in at the door.
The Challenge: Enquiries That Started as Blank Emails
The Enquire buttons on the venue page used to open a new email to the venue hire inbox. What arrived depended entirely on what the sender chose to write.
Unless the sender thought to include the event date, guest numbers, company name and a phone number, the team had to reply with questions before they could check availability or quote hire fees. Each extra round of emails gave the planner more time to book somewhere else.
Enquiries also lived in email. It was hard to see how many had come in, who was following each one up and how many turned into bookings.
The Solution: An Enquiry Form That Feeds Tiquo Directly
Both Enquire buttons now open a form on the venue page itself, designed to match The Vinyl Factory's website. It is built with the Tiquo DOM Package, Tiquo's JavaScript SDK for websites, so the planner never leaves the page.
The form asks for name, email, phone, company, event date, guest numbers and a description of the event. A small link at the bottom still lets anyone who prefers email write to the venue hire team directly.
Tiquo screens website enquiries for spam and limits repeated submissions, and a hidden field catches bots that fill in every input. Only real requests reach the team.
Each submission becomes an enquiry in Tiquo, marked as coming from the website. Tiquo finds the client's profile by email or creates a new one, so a returning brand or agency is recognised the next time they get in touch.
Every Detail Needed to Quote, on the First Message
The form is designed around the questions the team used to ask by email. The event date is picked from a calendar that starts from today. The guest field stops at the venue's capacity of 320.
The phone field uses Tiquo's country picker, so international brands and agencies can enter their number in their own format. Tiquo checks it and stores it in full international format, ready for the team to call back.
Company, date and guest numbers appear at the top of the enquiry in Tiquo, followed by the planner's own description of the event.
The venue hire team can reply with availability and fees in the first response instead of opening with a list of questions.
One Pipeline From Enquiry to Booking
In Tiquo Enquiries, each request moves through clear stages: new, in progress, waiting on the client, then won or lost. Team members can assign enquiries to each other, set a priority and filter by source or date. The Kanban view shows where every lead sits at a glance.
Because enquiries are closed as won or lost, Vinyl Space Soho can measure how many enquiries become bookings and see where conversations stall.
Conversion becomes a number the team can track and improve, rather than an estimate pieced together from a shared inbox.
Customisable Function Sheets for Every Event
Once a booking is confirmed, the details still have to reach the people setting up and running the event.
Vinyl Space Soho uses Tiquo's customisable Function Sheets for this. Each enquiry has a clean, printable sheet showing the client and their company, the event details, related orders and any outstanding internal notes or tasks. Staff open it from the enquiry, then copy a direct link, download it or print it for the venue team.
Everyone works from the same event information held in Tiquo, so nothing has to be copied out of email threads into a separate document.
From Contract to Check-In, All in Tiquo
Every event's documents live on its enquiry in Tiquo. The team creates contracts, agreements and confirmations from templates and sends them to the client through a secure link to sign. Each document keeps a full audit trail and version history.
Guest lists are managed in Tiquo too. Guests are invited by email through a secure link, and the team can see if an invitation fails to arrive and send it again. Tickets are issued from the same place, with QR codes that guests can add to their phone's wallet.
On the day, staff check guests in with the Tiquo app, scanning tickets at the door and following arrivals as they happen.
The contract, the guest list, the tickets and the attendance record all sit in Tiquo next to the original enquiry, instead of being spread across email, separate signing tools and spreadsheets.
Seeing What Drives Enquiries
The Vinyl Factory website runs Tiquo's first-party website analytics. It records page views, sessions and campaign tags without cookies.
Each venue enquiry is also recorded as an event. The team can see which pages, campaigns and referrers lead people to enquire, and put marketing effort behind the channels that bring in event planners.
The Result: Faster Replies and a Measurable Pipeline
Enquiries now arrive complete, in one place, with a customer profile attached. The team can quote on the first reply, follow every lead through to a decision, hand each confirmed event to the venue team on a Function Sheet and see which marketing brings in the events that book. Contracts, signatures, guest lists, tickets and check-in all run through the same system.
The venue page itself is managed in Tiquo CMS, so the team can update copy and photos for new seasons or recent events without waiting for a developer.
Why This Matters for Event Venues
Corporate bookings are often won by the venue that answers fastest with the right information. Vinyl Space Soho shows how a venue can capture complete enquiries on its own website, manage them in one pipeline, run each event from a shared Function Sheet and measure conversion from first message to confirmed event.
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