Collect the essentials of a private-room inquiry

The decision this workflow supports

A private-room inquiry differs from an ordinary table request because the organizer may expect exclusive space, a schedule and a separate agreement. Establish the type of event before offering information about a room.

Put the review process in place

Ask for the preferred date, expected attendance and whether exclusive space is important. Use only approved room descriptions. The events manager checks suitability and availability; the assistant should not treat a published room capacity as a booking decision.

Worked example for your team

A fictional organizer is considering a family gathering and wants everyone in a separate room. They have a date in mind but only an approximate guest count. The assistant should capture exclusive-space preference without announcing that a room is available. Ask the events manager to explain the next decision from the note: whether to discuss room suitability, date availability or another format. A general dining request would not convey the same expectation. Keeping the event purpose and exclusivity question visible prevents the first callback from starting with a misunderstanding.

Sample wording to approve

“I can collect a private-event inquiry. What date and approximate guest count are you considering, and are you asking for exclusive use of a space?” This wording is a draft for the restaurant owner to approve before use.

Fields for the staff handoff

Staff need event type, preferred date, guest estimate, exclusivity request, and events contact. Mark uncertain details explicitly and keep the requested action separate from anything restaurant staff have already confirmed.

Acceptance tests before use

A private-room request reaches the events owner. Published room information is not an availability promise. An uncertain guest count remains an estimate. Record the observed result, assign any mismatch, and repeat the affected scenario after correction.

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