The decision this workflow supports
An event proposal may include several items the organizer wants to clarify. The intake should capture those questions without interpreting terms or turning a discussion of options into an acceptance of the proposal.
Put the review process in place
Ask for the proposal reference and list each requested clarification separately. Distinguish a question from a proposed amendment. The events manager answers in the approved channel and confirms any revised document; the assistant should not explain contractual consequences.
Worked example for your team
A fictional organizer has a proposal with a room description and asks whether an earlier arrival could be discussed. The assistant records an amendment request linked to the proposal, while leaving its terms unchanged. If the organizer also asks what a sentence means, record that as a clarification rather than offering a contractual interpretation. Ask the proposal owner to identify both tasks from the summary. A useful handoff preserves the distinction between understanding the current document and asking the restaurant to consider a different arrangement.
Sample wording to approve
“I can send the events manager your questions about the proposal. Which items would you like clarified, and are any of them changes you want the team to consider?” This wording is a draft for the restaurant owner to approve before use.
Fields for the staff handoff
Staff need proposal reference, clarification list, requested amendments, response preference, and proposal owner. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.
Acceptance tests before use
A question does not become acceptance. Requested changes stay pending. The manager can identify the document under discussion. 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 ↗