Capture arrival, event and departure expectations

The decision this workflow supports

A private event can have several times that matter: organizer arrival, guest arrival, the main gathering and departure. Recording only one time can leave staff unsure which part of the event the caller meant.

Put the review process in place

Ask for the main guest time first, then note any separate setup or departure request. Keep each time labeled. The events manager confirms the complete schedule after reviewing room use and staffing; the assistant should not infer access outside a confirmed event period.

Worked example for your team

For a fictional reception, the organizer wants access at four, guests arriving at six and departure around nine. These are three requested times with different purposes. The assistant should label them instead of compressing the inquiry into a four-to-nine booking. Staff can then assess setup access and the guest period separately. Ask the reviewer to repeat the timeline from the summary. If they cannot tell when guests arrive, the intake is incomplete. The recorded schedule remains the organizer’s request until the events team confirms an actual arrangement.

Sample wording to approve

“What time would guests arrive? Are you also asking about earlier setup or a particular finish time? I can list those separately for the events team to review.” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need guest arrival, requested setup time, intended finish, date, and scheduling reviewer. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

The setup request does not replace guest arrival. An overnight finish keeps its correct date. Early access remains unconfirmed. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.

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