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Phone Scripts for an Event Agency: 5 Rules for Calm
Most people expect a vibrant, energetic, and almost celebratory welcome from an event management company. However, good phone scripts for an event agency do quite the opposite: they bring calm, clarity, and control when a caller is slightly stressed about a delivery, a run-sheet, or a permit. In the studio, I often find that the best impression is made by exuding calm when things are frantic on the other end of the line.
Below you'll find five tried-and-tested insights to thoughtfully set up your phone systems.
1. Opt for calming clarity over festive energy
A caller planning an event rarely needs an overly cheerful voice accompanied by loud hold music. After all, there's often a lot at stake: budgets, tight deadlines, or last-minute changes to a venue.
When your welcome message sounds as if confetti is being fired in the background, you unintentionally give the impression that your office is too chaotic to maintain a tight schedule. Therefore, opt for a matter-of-fact, warm phrasing that immediately indicates the caller is contacting a reliable partner.
Listen to voices
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2. Create a clear distinction between suppliers and new enquiries
A phone menu doesn't have to be long, as long as the call distribution is logical. Instead of an endless list of options, a simple distinction suffices:
- An option for new enquiries and quotes, so potential clients are helped quickly.
- A direct route for ongoing productions, suppliers, and venue managers.
- A clear emergency line or call-back service for urgent matters on the day of a setup or the event itself.
By immediately separating these streams, you prevent a lorry driver with a stage element from ending up in the same queue as someone making a no-obligation enquiry about a staff party.
Frequently asked questions
Short and to the point. Click to see the answer.
What does a professional phone message cost?
The price depends on how long your text is and which message you need (welcome, menu or hold). As soon as you pick a voice, you see what it costs. Hold music is optional.
What exactly does a buy-out entail in voice-over?
A buy-out is the right to use your recording on a medium (radio, TV, online, telephony) for an agreed period. You'll see it reflected in your price before payment on /tarieven/.
Learn more: buy-out explained · dictionary.
How much does a professional voice-over cost?
The price depends on three factors: the medium (corporate video, radio advert, telephony), the licence duration (1 year, unlimited) and the script length. With Voices, you see the exact price per voice artist before you order. No surprises later on.
A short corporate video starts from a modest amount. A radio advert with national reach costs more due to the buyout (broadcasting rights). Telephone messages are generally the most affordable.
Tip: enter your script for the voice of your choice and you will instantly see the cost.
Is a home demo as good as a studio demo?
- The demo on the profile is your reference. Professional home studios deliver quality suitable for TV, radio, online, and telephony. You explicitly schedule live direction or an external studio in your brief. More: home demo versus studio.
3. Write your out-of-hours message to reflect the current situation
In the event industry, teams often work on-site and outside traditional office hours. A generic answering machine that simply states the office is closed then raises questions.
In your evening or weekend script, state very precisely what a caller can expect. Mention the hours when the production team is available by phone, for non-urgent queries refer to a specific email address, and for ongoing projects, indicate where urgent interventions should be reported. That creates clarity and prevents duplicate calls.
4. Mind your speaking pace and breathing
In the recording studio, I often see it happen: a voice actor who wants to deliver a smooth script too quickly to sound "dynamic". For telephony, that is counterproductive.
My director's tip for phone scripts: let the voice articulate a little slower than in a radio advert and opt for relaxed, low chest breathing. A calmly spoken message automatically lowers the heart rate of a stressed caller. When the voice on the line sounds controlled, the client immediately trusts that you can coordinate even a complex event flawlessly.
5. Use a consistent, recognisable voice tone
When various colleagues quickly record a welcome message themselves via their mobile phone, it results in a muddled effect with varying volumes and background noise. A voice actor ensures recognisability and a consistent brand experience, regardless of who is present in the office.
Our voice artists in Flanders and the Netherlands know exactly how to maintain that balance between friendliness and professional business acumen. This way, every phone system sounds uniform and polished.
Frequently Asked Questions
How long should a welcome message for an event agency be?
Keep it short and to-the-point. A welcome message preferably lasts no longer than fifteen to twenty seconds. Callers with a practical question about an event want to quickly know where they stand without first having to listen to a long introduction about your services.
What background music best suits our phone system?
Avoid pumping beats or overly cheerful tunes. Rather opt for a subtle, acoustic, or calm electronic track that doesn't distract from the voice. The music only serves to fill silences and maintain calm.
Should we have separate scripts during festival season?
That is definitely advisable. If a large part of your team is on-site during the summer, you best accommodate that changed staffing with a temporary script. In it, you clearly explain how staffing is organised.
Curious about how such a professional message looks on paper? Then feel free to check out our example texts for inspiration for your phone system, or contact us for a tailor-made proposal.
