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Booked or Available? How Availability Impacts Inquiries

By Tony Syros

Why availability matters

Think about it: when couples are comparing vendors, they want to quickly narrow down their options and focus on professionals who are actually available for their big day. But if your Storefront does not show availability, you are making them take extra steps to figure it out. And in a fast-moving industry like weddings, extra steps can mean missed opportunities.

Couples don’t want to find their dream vendor, only to realize they are unavailable. That‘s why vendors who display their availability can receive stronger leads.

What does this mean for your business? If your availability isn’t visible, couples might:

• Assume you’re unavailable and move on to a competitor.
• Get frustrated and choose a vendor with clearer information.
• Skip reaching out altogether, leading to fewer inquiries for you.
• Still reach out but require way more back-and-forth communication, adding time and effort for you and the couple. 

But when your availability is clearly displayed, couples can confidently reach out, knowing they are a step closer to securing your services.

The power of a visible calendar

When couples can see your availability right away, it does not just help them: it helps you too. Here is why displaying your calendar on your Storefronts is a valuable strategy.

Less back-and-forth, more qualified leads

Without a visible calendar, many inquiries you receive might start with, “Are you available for our wedding date?” That means you are spending time answering availability questions instead of securing bookings.

By showing your availability upfront, you can:

• Skip unnecessary emails and focus on serious inquiries.
• Encourage couples to reach out with specific needs instead of just asking about dates.
• Give couples confidence that you are the right fit before they even send a message.

Filter out mismatched inquiries

Not every couple who contacts you will be the right fit for your business. But if your availability is clearly displayed, you will naturally attract couples who are more serious about booking you.

For example, let’s say you are a wedding planner who specializes in destination weddings. If your availability calendar shows that you are fully booked for peak summer dates but open in the fall, you will avoid back-and-forth emails with couples who need a summer wedding planner and instead connect with those who fit your schedule.

Stay competitive in a crowded market

Most couples do not inquire with just one vendor: they reach out to five or more per category to compare options. If your competitors have their availability listed but you do not, who do you think the couple will contact first?

By keeping your calendar up to date, you:

• Stand out in the marketplace because couples are more likely to reach out to a vendor who provides clear, upfront information.
• Make booking easy by removing uncertainty.
• Increase your chances of securing the booking because you have already removed a key hesitation factor.

How to set up your availability on WeddingPro

Adding your availability to your Storefronts on The Knot and WeddingWire is quick and easy. Here is how to do it.

Step 1: Sync your calendar

Connect your existing calendar from Google, iCloud, Office 365 or Outlook. This integration automatically updates your Storefronts with info from your existing calendar(s), so couples can see your latest availability without any manual work from you. Add keywords to denote which events get pulled in from your calendar–e.g. any events with the word “wedding” in them.

Step 2: Customize what couples see

You control how availability appears on your Storefronts. By default, your calendar will display general availability as fully booked, partially available, or available—without revealing specific event details. If you can accommodate multiple weddings in a day, you can set your daily capacity to reflect the number of weddings you can take on. Additionally, you have the flexibility to block off any dates you don’t want to accept bookings.

Step 3: Let automation do the work

Once synced, your calendar updates in real time, so you don’t have to worry about manually adjusting your availability. If a couple books a date, it is instantly reflected, keeping your Storefronts accurate without extra effort on your part.

Pro Tip: Regularly check your calendar settings to make sure they align with your business goals. If you have blackout dates, updating your availability helps couples plan accordingly.

The bottom line: stronger leads, less hassle

When it comes to wedding bookings, every advantage matters. By simply displaying your availability, you position yourself as an accessible, organized and bookable vendor.

• Stronger lead replies: A complete Storefront helps vendors attract stronger leads and facilitates more meaningful interactions.
• More serious inquiries: When couples see you are available, they reach out with better booking potential.
• A competitive edge: Vendors with clear availability stand out among their competition and are more likely to connect with stronger leads.

By making availability effortless for couples to see, you reduce ghosted conversations, eliminate unnecessary back-and-forth emails and focus on securing bookings instead of answering simple questions.

Update your availability now

If you have not added availability to your Storefronts yet, now is the time. Sync your calendar in just a few clicks and start attracting better-fit couples today.

Log into WeddingPro and update your availability now.

Heading photo by: Kir2Ben