Everything You Need to Know About On Hold Messages for Event Planning Companies

If there’s one thing event planning companies know, it’s that details matter.

From the color of the napkins to the timing of the first toast, success lies in creating experiences that feel seamless and unforgettable.

But while many businesses obsess over décor, catering, or entertainment, one often-overlooked detail can dramatically shape a client’s first impression: the on hold message for event planning companies.

Think about it, when a potential bride, corporate manager, or gala organizer calls your office, there’s a good chance they’ll spend a few moments on hold.

What they hear in that short time sets the tone for your professionalism, reliability, and brand personality.

In an industry where trust and creativity are everything, your on hold message is more than filler, it’s part of the customer journey.

Why On Hold Messages Matter in Event Planning Companies

Event planners often juggle dozens of calls a day, vendors, venues, clients, and last-minute emergencies.

That means incoming calls can pile up quickly, and hold time becomes unavoidable.

Without a professional on hold message, callers risk sitting in silence, listening to static, or worse, getting frustrated and hanging up.

A polished on hold message offers several benefits:

• • Reduces hang-ups: Clients are far less likely to abandon a call when they feel acknowledged.
• • Builds trust: A professional voice over reassures callers that they’ve reached an organized, established company.
• • Delivers useful info: Instead of dead air, callers can learn about your services, hours, seasonal specials, or where to find more details online.

For event planning companies, an on hold message can even become a mini-marketing tool.

Imagine using that time to highlight new event packages, showcase glowing testimonials, or invite callers to follow your Instagram for inspiration.

Every second on hold becomes an opportunity to reinforce your brand.

The Marketing Power of On Hold Messages

Think of your on hold system as a free advertising channel.

While callers wait, you can answer common questions before they even ask them:

• • What are your office hours?
• • Where are you located?
• • Do you offer corporate packages or destination weddings?
• • Are there seasonal promotions or early-bird discounts?

By giving callers this information, you reduce repetitive questions, free up your staff, and increase the chance of securing a booking.

It also signals professionalism, clients feel they’re working with experts who’ve thought of everything.

Popular Questions About On Hold Messages

How long should an on hold message be?

An effective on hold message typically runs between three to six minutes. Long enough to share valuable info, but short enough to keep things fresh.

How often should I change my on hold messages?

At least once every quarter, or whenever you have new promotions, services, or seasonal offers. This keeps your messaging relevant.

Should I play more than one on hold telephone music song?

Yes. Rotating between two or three on hold telephone music tracks helps keep the experience pleasant and avoids listener fatigue.

Should I consider getting an on hold subscription?

Absolutely. A subscription ensures your messaging and music stay updated year-round without extra stress on your team.

Examples of Effective On Hold Messages for Event Planning Companies

Here are two short sample scripts tailored to the industry:

Script 1:

“Thank you for calling [Your Company Name], where unforgettable events come to life. Our team is busy creating magical moments, but we’ll be with you shortly. Did you know you can view our event packages and photo gallery at [website]? Stay on the line, we’ll be right with you.”

Script 2:

“We appreciate your call to [Your Company Name]. Planning a wedding, conference, or private celebration? Ask us about our seasonal specials and custom décor packages. Please hold for the next available event consultant.”

What to Include in Your On Hold Messages

To keep your callers engaged, your message should include:

• • Location and office hours
• • Event services and current promotions
• • FAQs (payment options, cancellation policies, etc.)
• • Seasonal updates (holiday parties, summer weddings, etc.)
• • Call-to-actions (visit the website, book an appointment, follow on social media)

Best Music For Hold Genres for Event Planning Companies

The right on hold music sets the mood.

For event planning companies, Jazz Traditional, Pop, and World Beat are excellent on hold telephone music choices, as they create an elegant, professional, and welcoming atmosphere.

On the Amazing Voice website, you can explore samples from all these genres to discover which one best fits your brand.

Always make sure your on hold telephone music is licensed and royalty-free, which guarantees both legal safety and superior sound quality. (That’s exactly what we provide.)

Why a Human Voice Over is Essential

While AI-generated voices are improving, they still lack the warmth, authenticity, and natural pacing of a professional human voice.

In an industry built on personal connection, tone matters.

A skilled voice actor ensures your brand sounds trustworthy, polished, and approachable, qualities every event planning company needs.

Get a Custom On Hold Message for Your Business

Your event planning company deserves more than silence or generic on hold music.

At Amazing Voice, we specialize in crafting professional on hold messages with engaging voice overs and licensed, royalty-free hold music.

Our process is simple, fast, and tailored to your unique brand, helping you keep callers engaged, informed, and ready to book.

Because in event planning, every detail counts. Even the ones your clients only hear while they’re waiting.

---

Related Posts