Gather a repeat catering request without assuming the old package

The decision this workflow supports

A returning client may ask for the same event as last time. Prior arrangements can help staff locate context, but they do not establish current pricing, availability or service scope. Capture the reference and the new request separately.

Put the review process in place

Ask when the previous event occurred and which details the organizer hopes to repeat. Collect the new date and attendance estimate. The catering team should retrieve any previous agreement through its normal process and confirm the current proposal with the organizer.

Worked example for your team

A fictional company asks for the same lunch as its spring event, but the new gathering is larger and at a different office. The summary should identify the earlier event as a reference and list the changed facts for the new inquiry. Staff can retrieve previous arrangements and decide what can be offered now. Ask the reviewer to spot both changes without reading the full conversation. If the note only says repeat order, it is misleading and should be corrected before the format is used for real incoming requests.

Sample wording to approve

“I can mention the earlier event so the team can review it. What was the approximate date, and what would you like to repeat? They will confirm the new arrangements and pricing.” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need prior-event reference, requested repeated elements, new date, new guest estimate, and organizer contact. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

The earlier package is not promised as current. A changed attendance estimate is visible. The new inquiry stays separate from the old event record. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.

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