Capture a request to view an event space

The decision this workflow supports

A prospective organizer may want to inspect the room before deciding whether to continue. The assistant can collect availability preferences, but a visit involves staff coverage and must not be placed on a calendar without an approved process.

Put the review process in place

Ask for two possible visit periods and the purpose of the viewing. Link the request to the event inquiry if one exists. Staff choose a time and communicate confirmation; the assistant should avoid language suggesting a tour is booked when only preferences were collected.

Worked example for your team

A fictional organizer can visit on Tuesday afternoon or Thursday morning and wants to see the room before discussing a proposal. The assistant captures both preferences under the existing inquiry. Staff then choose whether they can offer a visit and communicate a confirmed appointment. The guest-facing receipt should contain no calendar invitation or booked wording unless a separate approved process actually confirms one. Ask the reviewer to identify the purpose of the viewing from the note; knowing what the organizer wants to inspect helps staff prepare a useful conversation.

Sample wording to approve

“I can ask the events team about a viewing. Which times might work for you, and is there anything specific you want to discuss during the visit? Staff will confirm the appointment.” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need event inquiry reference, visit preferences, number attending viewing, purpose, and events coordinator. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

A preferred time is not labeled a confirmed visit. The viewing request links to the existing inquiry. Staff can see what the organizer wants to inspect. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.

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