The decision this workflow supports
A presentation or speech may depend on equipment that a dining room does not normally provide. Capturing the exact need gives staff a chance to check it before the organizer builds a plan around an assumed facility.
Put the review process in place
Ask what the organizer wants guests to see or hear, rather than asking them to choose technical equipment. List any requested connection or rehearsal separately. Staff confirm available facilities and responsibilities; the assistant should not promise compatibility from a room description.
Worked example for your team
A fictional organizer wants to show a short presentation from a laptop and asks whether the room has everything needed. The assistant should capture the intended presentation and request a staff equipment check, not promise a screen, adapter or connection. Ask whether a rehearsal matters and include that as a separate request. The events reviewer should be able to identify the purpose without being forced to interpret a vague note saying AV needed. A clear use case gives the right person something concrete to investigate before replying.
Sample wording to approve
“I can record what you need for the presentation and ask the events team to check. What would guests need to see or hear, and is a rehearsal or connection check important?” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need presentation purpose, display or audio request, organizer equipment, requested rehearsal, and facilities reviewer. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
An equipment question remains a question. The assistant does not guarantee device compatibility. The events manager receives the intended use, not only a vague equipment label. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.
Further reading
Catering inquiry value calculator ↗
Try Ava with your business’s public information ↗