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The Definitive Venue e-Signature and Sales Guide

Learn the importance of digitizing and modernizing your workflow with e-signatures

What's Covered
  • The benefits of digitalization
  • Ways to use e-signatures
  • Key considerations for your buying decision


Why You Should Go Digital

Too many venues still use paper and email with handwritten signatures to finalize contracts. Plus, 50% are also still sending contracts for e-signature and collecting event deposits separately.

For a salesperson, that often results in several unnecessary follow-ups and a lot of time wasted. For your client, there’s frustration and a feeling of being overwhelmed by your process. The simple idea of having to print and scan a piece of paper could put them outside of their norm and prompt them to put the task off or even abandon your business altogether.

It really comes down to one question: why continue creating unnecessary steps for you and your clients? The agreements experience is an important first impression, and going digital eliminates pain in many ways.

✅ Convenient customer experience

✅ Efficiency and error reduction

✅ Versatility and end-to-end workflows

✅ Increased security

✅ Cost-Savings and increased sustainability

Working Faster

Let clients find what they need without you. For example, you can link to signature documents like waivers or F&B forms from your website so they can respond when they’re ready, without waiting for you to initiate the process.

Going digital also means you can set up contracts with required fields, ensuring you get all the information you need without any follow-up.

Let clients sign contracts as soon as they get your request. Their device type and location don’t matter. Most importantly, no one needs to hunt down a printer or fax machine.

Nothing is more painful than a breach. A smarter experience eliminates the need to manually gather information from clients and re-enter information across systems – and this isn’t just a time-saver. It's hugely important to keeping your client’s information secure. Every time information leaves a system, is sent across a fax machine or email, or simply requires human interaction, there’s a security risk.

e-Signature systems also often include secure data storage and encryption features, helping venues comply with data protection regulations like GDPR.

When you’re booking multiple events with multiple signature documents, eliminating back and forth communication can save you a lot of time. A digital solution also makes it easier to notify and collaborate with all the necessary parties at one time.

You can also make it easier for clients to communicate with you via markup and comment functionality. For example, they can easily indicate which part of your contract they have a question about or would like to see changed, you instantly get notified when they’ve posted a note, and you answer and edit the contract, if needed, right away.

Make it easy to give the personalized touch that’s important for your business. You can templatize everything from your documents to email communications – yet create and include personalized messages so clients still feel taken care of in a high-touch way and your staff can put their personal mark on the experience.

Custom branding also assure clients what's coming from you and safe to interact with.​

Technology can always be “on,” even when your staff are sleeping.

Get a sneak peek at the Sertifi signing experience.

Working Smarter

An easy to use, automated solution reduces ramp-up time and puts your staff in action faster. This is especially important when your staff is already stretched thin due to common turnover.

A digital solution also lets staff take care of tasks wherever they are, allowing you to broaden your pool of candidates and hire remote employees if needed. Plus, investing in tools that make an employee’s job easier can increase satisfaction and retention, satisfaction that easily transfers into your employees taking better care of your clients.

Automate your entire agreement process with templated documents and automated email notifications. You can also enhance your communications by telling your clients what’s due and why, reminding them of upcoming deadlines, and alerting them when they’re past due. It's an easy way to keep clients on track without making them feel like they’re being hounded by a salesperson.

Create clear and repeatable processes that are easy for staff to learn and execute with little room for error. Less manual data entry also improves departmental communication and handoffs since information is easier to update in real-time and make accessible to everyone at any time.

It also means less complicated system and user management. Securely storing signed documents and receipts is far easier to manage, eliminating paper storage and/or shredding documents.

e-Signatures align with sustainable practices by minimizing paper consumption, which can be an attractive feature for environmentally conscious clients. e-Signatures also eliminate the need for printing and storing paper documents, which can result in significant cost savings in paper, ink, and storage space.

A smarter experience brings together best-of-breed solutions in an easily deployable, manageable way, giving your clients access to the best experience possible. And as you know, better experiences means positive reviews, free word-of-mouth advertising, and repeat loyal customers.


"Sertifi not only is user friendly for me – clients have complimented the ease of accessing documents and making payments. It makes everything simple."


Ways to Use e-Signatures

With so many components to running a venue, the possibilities are endless.

  • Event contracts
  • Proposals and BEOs
  • Catering contracts 
  • Invoicing and payment-related documents
  • Liability waivers
  • Health screening forms and declarations
  • Health and safety compliance forms
  • Membership forms
  • HR and employee onboarding documents
  • Vendor contracts


Streamline Requests with Embedded Payments

Signing is just one part of your agreements workflow. Make your process even more convenient and frictionless for clients by letting them securely submit payments as they're signing a contract.

Finding the Right Solution

Here are some key considerations to keep in mind:

✅  User and Mobile Friendly

The solution should be easy and frictionless for both your staff and clients, and you should be able to modernize your workflow by letting clients sign anytime, anywhere, from any device.

✅  Customizable

Look for options to customize the e-signature process to align with your venue's branding, such as adding your logo and crafting personalized messages.

✅  Legally Compliant

Ensure the solution meets legal requirements for electronic signatures and is compliant with relevant laws and regulations, including GDPR.

✅  Secure

Look for robust security practices, such as data encryption, detailed audit trails, and security certifications.

Empower your sales team to get signed contracts back 90% faster with Sertifi.

It's time to modernize your workflows and ditch paper for good. With Sertifi, you and your clients can enjoy a convenient, secure digital experience that gets you signed and complete contracts in minutes.