Clarify organizer and approver contacts

The decision this workflow supports

The person collecting event options may not be the person authorized to approve an arrangement. Staff need to understand the communication path without inviting the assistant to make assumptions about purchasing authority.

Put the review process in place

Ask who should receive the next response and whether another person is expected to join the discussion. Keep authority described as caller-reported, not verified. Do not request personal documents, accept approvals or send event details to a newly named contact without staff review.

Worked example for your team

A fictional office coordinator gathers options for a department manager. The coordinator wants the next discussion sent to them, with the manager joining later. Capture those roles without describing the coordinator as authorized to approve a purchase. If a later caller asks to redirect the proposal to a different address, flag that request for staff review. The assistant should not distribute event details merely because someone knows the company name. A clear communication path supports the next conversation while leaving authority checks and document sharing with the restaurant team.

Sample wording to approve

“Who should the catering team contact next about this inquiry? If someone else will review the proposal, I can note that so staff can agree the communication steps with you.” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need primary organizer, requested next contact, additional reviewer role, contact permission note, and event reference. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

Two contacts are not merged into one name. The caller’s stated authority remains unverified. Staff review a request to change the proposal recipient. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.

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