Royal Tea Tea Room

Hello Tina,

Thank you for taking the time to fill out the website questionnaire. We are excited about your new business venture and would love to help you on your journey.

We specialize in helping small businesses build a lasting brand, grow their customer base, and market their business in both the physical and digital world.

After reviewing your information and doing some research, we have put together some options for you to consider. There are a number of things that will help you be successful online. We are making our recommendations based on our experience and what we believe will best equip you for success in the long-term.

We provide a variety of web development, graphic design, and marketing services that you may find beneficial. As explained over the phone, we are happy to work with clients and provide the level of service they desire. Some are most comfortable with having everything handled for them, others like to have some control and to be taught how to do things themselves. We welcome clients of all kinds and budgets and we will do our best to serve you.

Starting out, for your business to have a successful website, there are certain things you will need:

• Website hosting
• Domain name
• Logo design
• Booking system with payment integration through a payment processor like Stripe and/or PayPal
• Email addresses with your domain name (ie. info@royalteatearoom.com)
• Website content
• Online contact form

Beyond a website, you may be interested in our graphic design and printing services. We can design business cards, brochures, flyers, and more. We also work with printing companies that offer some of the lowest rates available in the country. We can design materials for print, place the order with the printing company, and they will have it delivered right to your door.

If you’re looking for promotional videos, social media posts, content writing, keyword research, online advertising, or other marketing related services, we can help with that too!

This proposal will focus on providing you with a website, and if you are interested in some of our other services we would be happy to discuss it with you.

Website Hosting

You can think of website hosting like renting a piece of land that you build a house on. It comes in a variety of shapes and sizes, with all kinds of options.

To make things simple and easier for our clients, we offer website hosting. In doing so, it is easier for us to serve our clients and provide the best service we can. With our website hosting, we provide you with an administrative login to access the controls for the account, have complete file access, and more.

We will never lock you in or make you completely dependent on us. If you ever want to switch to another hosting company, say the word and we will help you transfer over to whichever platform is compatible with your website.

Domain Name

A domain name is like a street address. It is how people find your website. Prospective clients will type in to get to your website, click a link, or scan a QR code and poof, your website will appear!

Domain names are purchased for a year or longer at a time. An example of a domain name is google.com. There are different kinds of domain names, but the best ones are short, easy to spell, and memorable.

Here are some domain names that are currently available that you may want to consider for your website:

• royalteatearoom.com
• okroyaltea.com
• okroyaltearoom.com
• royalteaok.com
• royaltearoom.net

It is typically best to have a .com domain name, as it is what people have come to expect so it is typically easier for people to find your website and decreases the chance they may type it in wrong.

The standard .com domain names are typically less expensive than other options like .shop, .online, or countless others.

We typically recommend allowing us to register the domain name on your behalf, so that we can set it up properly for you and prevent it from accidentally expiring. We also use registrars that protect privacy, which is important for stopping spam and scammers.

Logo Design

Since your business does not have a logo or any established branding, I would highly recommend having a logo that you can use on your website and across all your marketing materials and your location. The logo will help set the style and color scheme that you will use for your business.

Because the name of your business is Royal Tea Tea Room, I recommend having a logo that features a crown, some design embellishments, and royalty-related colors (such as purples, golds, deep reds, and black).

Below is a graphic with some examples of logo designs for various tea room businesses around the world. The top three designs are those that I think have features and elements that I think would suit your business well.

If you like any of these designs or have something else in mind, feel free to tell us or show us some examples and we will be happy to design a logo that has the characteristics, colors, and styles you’re looking for.

When we design logos, we provide you with color variations and different file formats so that you can use it on all your marketing materials and have it printed as you like. The files will be made available after you have approved the finalized design.

Simple Website Setup

We setup a WordPress site performing a simple installation of WordPress, installing an existing theme (we provide a free theme), and creating up to 5 pages of the site. Page creation includes inserting content and adding images.

This service includes free website analytics tools to help you estimate the number of people visiting your website and what they are looking at, website security to prevent hacking, access to powerful tools that make it easy for you to make changes to your website, and access to our professional form builder that can be used to provide a lot of added functionality to your site.

As part of our service, we assist you with planning your website, including page structure. Once we have a plan, we build the pages, insert the content, design the layout of the pages, edit any photos and/or graphics that go on the website, and put it all together.

Your website should have at least the following pages:

• Home
• Tea Room
• Book Appointment
• About Us
• Contact Us

The Home page is the first thing most people will see when they visit your website. It will provide them with some basic information about what you offer and what they can expect, then they explore other parts of the website to learn more about your business, how they can reach you, and more.

The Tea Room page would provide detailed information about the tea party experience, what parents and grandparents can expect, and answer the common questions they may have about it. The page could feature photos, videos, an FAQ (frequently asked questions) section, and anything else that will help convince them that this is something they want. The goal of the page will be to teach them to book a tea party online.

The Book Appointment page would display a booking calendar for where your customers can choose a day and time from your availability. They would choose the day and time, provide you with their contact information, and submit payment. Upon completion, they would receive an email notifying them they have successfully booked the day and time. You would also receive notification by email.

The About Us page talks about your business. You might want information about how the business got started, your background, information about the staff and their qualifications or certifications, how long you’ve been in business, and any other relevant information. The page is to help gain the trust of prospective customers.

The Contact Us page gives all the ways existing and prospective customers can contact you. The page can have a contact form, map of your location, phone numbers, links to social media, your address, and any other contact information you want to publicly share. You may also want to include your business hours as well.

We also include two other pages – Privacy Policy and Terms and Conditions for the website. These pages have generic policies created by our generators that fill in some basic information about your business.

Tea Party Contract

If you wish to have a page with a contract for the tea party service you provide, we can help you find a contract example or template, or have a contract created. That service is not included in this proposal for there are different options you could pursue and some may include legal risks. For example, if you use a free template, it may not be suitable for your service or may be lacking in some legal protection. You could use sites like legalzoom.com, rocketlawyer.com, or nolo.com to try to find a more suitable contract template. The third option is to hire an attorney to write the contract for you, which will be far more costly. Hiring an attorney is always the best option, we simply offer alternatives for those with no or low budget for legal expenses.

Email Addresses

When you get website hosting through us, we can host your custom email accounts with your website, so you do not need to pay anything additional to host them. We can create one or more email addresses with your domain name such as tina@okroyaltea.com or info@royalteaok.com. The accounts would use whatever domain name you choose to go with.

To access the email accounts, you can check it through a web browser, or you can connect it to your device such as a computer or phone. We help you get the accounts setup so that you can use it.

Booking Systems

There are a lot of different options when it comes to booking systems. You can use one that is part of your website or use a third-party platform that your website connects to. I have done some research to try to find you the best deal for booking platforms that I believe will meet your needs and budget.

BookingPress

The best system I’ve found that I believe will meet your needs is BookingPress. It is a system that would integrate with your website and provide you with the ability to accept online payments, let your clients book appointments based around your availability, automatically send out email notifications and invoices, and it has a lot of other great features that I think you will like.

The system is not free, but I believe it is a good investment. The cost is only $99/year plus the initial cost to set it up for you.

You can see some demos of the system in action:

Front-end demo (what the customer sees)

Admin demo (what you will see)

The system will have the ability to generate invoices that can be sent to your customers automatically. There are additional add-ons that can add greater functionality such as SMS (text message) or WhatsApp notifications. Such add-ons may require third-party services that are not included in this proposal.

Calendly 

Calendly is a popular appointment calendar platform that would be separate from your website, but it has an app that you can install on your phone to easily update and manage your appointments and availability. The main advantages of Calendly versus BookingPress is the mobile app, your website may run a little faster since the system would be separate, and it may be a little easier to learn how to use.

While Calendly does not integrate directly with your website, a calendar can be embedded on one or more pages of the website, or a button could be added that links to their booking system.

The cost for Calendly is $12/month per user, which is $144/year per user.

You can watch a video about Calendly on YouTube, just click here.

Website Content

Every website needs content. Content can take many forms – text, photos, video, and interactive media. For your website, we recommend a combination of text and photos. If you have videos available, they can be beneficial as video content is extremely popular and typically has a higher conversion rate.

For text content, you are welcome to provide your own for each page, or we can write it for you based on the information you provide and similar websites and materials. If you would like to write your own content, we have a guide to help you, just click here.

When it comes to images, we highly encourage you to provide us with some photos of your business and services, as those will help convey to prospective customers what they can expect from you and is more personable.

Our website design service includes stock images and graphics that we edit and use on your website. You get the right to use the photos in the form they are provided. We have access to a large library of stock images and graphics that we can use in our client’s projects. With such resources available to us, we use stock photos and related imagery where appropriate and as needed on your website and other designs. Images within our resource libraries that we have access to are provided at no additional cost to you. If you desire something that is outside of what we currently have access to, we can typically purchase it for an additional charge, or you can purchase graphics and send them to us.

Online Contact Form

An online contact form is a simple form that enables customers to send you an email directly from your website. It prompts them to provide their name, email address, and message, then it sends you an email with their message to you.

Contact forms help prevent spam and scammers. If you simply list your email address on your website, malicious actors can capture it and add you to lists to send you spam and scam emails.

Proposed Options

To provide you with the most flexibility to fit your needs and budget, we put together 3 options for you.

Option 1: Complete Website Package – $839 (then $218/year after the first year)

This option includes the website hosting, domain name, website setup and design, contact form, booking system, website content, logo design, and email addresses. It includes all our recommendations for building your website, we will take care of the planning, setup, design, content, and launch of your website.

Option 2: Standard Website Package – $677 (then $218/year after the first year)

With this option, you get everything mentioned above, except for the logo design and website content. You would be responsible for providing the text content for the website and designing the logo.

Option 3: The Essentials Website Package – $458 ($119/year after the first year)

If you choose this option, you would only get the absolute essentials – the website hosting, domain name, contact form, email addresses, and website setup and design. This option does not include logo design, website content, or the booking system. With this option, you would likely need to find a booking platform such as Calendly to use, and we would add a link to it on the website. You would also be responsible for coming up with the text content that goes on the website and the logo design.

The first option is what we recommend and the details for this option are below. We will be happy to adjust these options to fit your needs and budget, so let us know if you require changes. For example, if you choose Option 3, you can add on logo design. If you would prefer to find your own website hosting and register your own domain name, then the options listed above would decrease in cost by $119.

If you would prefer a monthly option, we have a monthly plan that is $50 a month with $150 down. The monthly plan is the essentials website package, plus it includes 3 website updates a month. You can add the additional services like the logo design, booking system, and content to it, and if you did, then the cost for it would be $531 upfront, then only $50 a month thereafter. If you write your own website content, then the cost would be $459 upfront and $50 thereafter.

We use flat rates to make it easy to see exactly what you are paying for and you can more easily choose what services you want and that fit your budget. If you have any questions regarding these options, pricing, payment plans, or anything else in this proposal, feel free to contact us and we will be happy to assist you.

Next Steps

The website is a tool that will help you to provide key information to prospective customers. The goal of the website is to provide enough information people need about your service so they can decide whether or not they want to move forward. The website will help facilitate sales through the online booking system. Once your website has been launched, the next step would be marketing it.

When it comes to marketing, based on our keyword research, we believe it would be best to focus on a combination of online and local marketing.

The keywords that we found related to your business are as follows (keyword, number of searches a month, amount of competition):

• “tea party places near me” – 2400 (low)
• “princess tea party near me” – 720 (low)
• “tea party birthday near me” – 170 (high)
• “tea room birthday party near me” – 10 (low)
• “tea party birthday party near me” – 70 (high)
• “tea party birthday parties near me” – 20 (low)
• “tea birthday party near me” – 30 (low)
• “tea house birthday party” – 30 (low)
• “tea room birthday party” – 40 (low)
• “birthday tea party near me” – 50 (medium)
• “tea party birthday party near me” – 70 (high)

These keywords serve as an example of what people are actively searching for on a monthly basis and what other businesses are targeting. The keywords that have high competition mean that businesses are specifically targeting those keywords and paying for ads. Those with low competition may be generally easier to rank in the search engines for, however, the results are based on location. You can put those keyword phrases into Google and you will see what comes up.

The very first thing at the top of the search results page is a list of Google businesses in the area that are targeting those keywords. You will absolutely need a Google business listing, which we can help you with. The procedure to set up the listing will require some information and takes a bit of time to get verified, but we can guide you through that process. If you would like help with that, let us know, it is currently not included in this proposal. A google business listing is a similar setup to any other social media page, so we charge the same price as we would for a social media page setup.

We found the following businesses in the area that offer similar services:

Mad Hatter Par-Teas (https://mad-hatter-parties.com)
Red Raspberry Tea Room (https://redraspberrytearoom.com)
My Princess & Character Parties (https://www.princesspartyoklahoma.com)
Lets Pretend Parties (https://www.letspretendparties.com)

There are more businesses, but these four are some of the most popular ones. These businesses can give you an idea of what they’re doing, what is working for them, and how they’re doing it.

All of your competitors have a Google business listing, a website, photos of their services, pricing, general information about the services offered and the business itself, and information about how people can book a tea party.

Your competitors are coming up for the following keywords (we only listed the ones with low competition):

• “childrens party” – 880 (low)
• “tea room” – 74,000 (low)
• “tea shop” – 60,500 (low)
• “the tea room” – 27,100 (low)
• “tea place” – 4,400 (low)
• “tea lounges” – 4,400 (low)
• “the tea shop” – 1,600 (low)

There are many more keywords that we could provide you with, but that gives you an idea of what you can expect for nationwide searches. If you are wanting to expand outside of the local market, you may want to offer a range of tea party supplies or related products that would enable you to get more sales.

If you are interested in having an online store added to your website, we offer services and assistance to help you do that. There are a lot of different options and platforms, but we can help setup mostly automated systems as well as manual ones for fulfilling orders. To sell products, you will need a sales tax permit and will be responsible for sales tax, including sales made out of state when total sales reach a certain threshold for that state. You would also need a plan for fulfilling the orders, shipping, product photos and information, and things of this nature.

Please note that we did not include an online shop in our proposed solution, however, if that is something that interests you, we would be happy to put together a proposal for that. It is also something that could be added to your website at a later time.

Based on our research, we would put together content based on what seems to be working for your competitors and implement various marketing and sales strategies to enhance the effectiveness of your website. If you are serious about outperforming your competition, we could help you do so with some promotional videos and other strategies. These services are not included in the proposal, so let us know if this is something that interests you.

If you are interested in seeing some of our recent work, here are some examples:

Gary Robert Pinnell (https://garyrobertpinnell.com/)

Kingdom Kidz Childcare (https://kingdomkidzcare.com/)

Stephens Professional Cleaning Company (https://stephensproclean.com/)

Macon It Happen (https://maconithappen.org/)

In the sections that follow, you will see a more detailed breakdown of the pricing, timeframes, and more regarding our services. If you have questions regarding this proposal or any concerns regarding pricing, please contact us and we will do our best to accommodate your needs and provide you with a solution that fits your budget.

Thank you again for reaching out to us and considering us for helping you in your business venture. Whatever you decide, we wish you the very best in all your endeavors.

Best Regards,

Melissa (Lisa) Li
Making The Impact LLC