Wine Club Management

Answers to Wine Club Management

Wine clubs build your brand and develop the culture of your winery. Members enjoy your space as an extension of their social lives… somewhere they can entertain and share experiences. Creating a great wine club experience turns your brand into a community. But this involves a large team. Winery staff are often pulled in many different directions, leaving management gaps in a key segment of their business. We have the answer.

Working within your current systems and prioritizing standardization, our Wine Club Concierge service will implement and maintain club best practices that are consistent and scalable. This allows your club to grow while letting your staff concentrate on providing the best guest experience possible. We take care of the background work, while your team can devote their time to hospitality and promoting your business.

We Have the Answer

With all the great wineries out there, members want to go where they are treated respectfully and where they feel most comfortable. Club processing, as a result, takes on a monumental importance. It can be the key to growing or retaining a customer base that is the foundation to the winery.

What if there was a way to have your club managed so that you did not have to put in the countless hours to manage it? There is a way to save time and money. You could rest assured that your club is being processed consistently without the worry that you may be missing some detail or notification. Consistent customer service creates a more loyal customer and assists in the retention of that club member.

Wine Club Concierge is the service offered by Woodinville Winery Services that takes care of all the details. We have a system for consistently processing wine clubs and keeping the wine club looking professional as well as personal to the winery.

Wine Club Concierge Services

Processing wine club releases within your own system.
Scheduling and sending campaigns & notifications.
Interstate compliance
Nationwide licensing
Sales and inventory reporting for each release.
Payment method updates
Contacting and reengaging inactive members
Handling of order customizations, refunds and shipping holds
CRM Upkeep & Mailing List Oraganization

Let's Partner Today

Give your wine club the attention it needs.

We would love to partner with you to bring your club to the next level. Spend the time you save growing your club and fostering your in-person relationships with your members. Wine Club Concierge will handle the rest of the details.

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Frequently Asked Questions

Please reach us at info@woodinvillewineryservices.com if you cannot find an answer to your question.

Do you do data entry to add new members? How do we handle member update information? If you do handle data entry, what measures of compliance do you take for cc information?

Data entry is done through your system, insuring the compliance you have is active to protect your club members. We will add data and update info for members as it becomes available. Any changes you become aware of can be sent to us for the data entry. We can advise on PCI compliance services as well.

How exactly does pricing work if our club is always fluctuating? Is it a snapshot of our member count at the beginning of the year divided up into monthly payments? Or is it a monthly snapshot?

We will bill monthly and recalculate your current pricing each month. It is calculated as follows:

(# of members x yearly price per member)/12

Are there tiers for the size of the wine club for pricing?

Yes, contact us for more info. There are tiers so that the larger your club grows, the less expensive it is per member.

Do you handle shipping of club packages?

Nationwide, we can help with labeling, drop off locations, and compliance. ***If you are near our Woodinville WA HQ, we can make special arrangements for packaging and shipping. *** This local service is an extra cost.

How will you help us grow our club?

With prompt responses and consistent processing, the service keeps you looking professional with your personal touch. Less customer service issues equals better word-of-mouth marketing. We also free up your time, so you can concentrate on really taking care of your members when they come in, and feel comfortable having more volume in your club. This helps retention and personal marketing. We can also advise you on “Best Practices” to grow your club.

How do you handle cancellations from inactive accounts? Are inactive members counted in our fee to work with you?

At certain periods of the year, in coordination with the business, we will cull inactive memberships. We will also process cancellations promptly. Our goal is to have you operate your wine club with less than 10% decline so that it is as optimized as possible. We will not count members with multiple declines as part of the monthly fee.

If you are sending the customers consistent notices about shipping and pick-ups, is that coming from your email, or will you send those through our chosen marketing system?

We will send them through your POS marketing system. We want to make sure your emails look professional, but personal to your winery as well. Other systems for sending emails can be evaluated on a case by case basis.

What POS systems do you work with?

We are partnered with Orderport, and work with Commerce 7.