--- title: How Your Customers Make an Inquiry for a Private Party/Group Reservation description: A quick overview of what customers see as they complete the Private Party Inquiry Form and submit their request, helping you understand the steps they take when reaching out to your venue. --- [Skip to content](https://howto.spothopperapp.com/knowledge/how-consumers-make-an-inquiry-for-private-party#main-content) English Show submenu for translations [![sh logo icon](https://howto.spothopperapp.com/hs-fs/hubfs/sh%20logo%20icon.png?width=37&height=38&name=sh%20logo%20icon.png)](https://www.spothopperapp.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Go to spothopperapp.com](https://www.spothopperapp.com/) [Go to spothopperapp.com](https://www.spothopperapp.com/?hsLang=en) Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://howto.spothopperapp.com/knowledge?hsLang=en) 2. [Private Party Management System](https://howto.spothopperapp.com/knowledge/private-party-management-system?hsLang=en) # How Your Customers Make an Inquiry for a Private Party/Group Reservation ## A quick overview of what customers see as they complete the Private Party Inquiry Form and submit their request, helping you understand the steps they take when reaching out to your venue. ### Contents 1. [**Filling Out the Inquiry Form**](https://howto.spothopperapp.com/knowledge/how-consumers-make-an-inquiry-for-private-party#filling-out) 2. [**Inquiry Submission and Notifications**](https://howto.spothopperapp.com/knowledge/how-consumers-make-an-inquiry-for-private-party#submission_and_notifications) --- ### WATCH: How to Manage Large Group Reservations/Private Parties   --- ### **Filling out the Inquiry Form** Once your customers visit your Parties page, they’ll see your Private Party Inquiry Form, where they can provide the details needed to plan their event. Most fields are always shown, while a few may vary depending on your settings. The form includes: #### **Contact Information ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-20-30-6608-AM.png?width=376&height=397&name=image-png-Dec-16-2025-10-20-30-6608-AM.png)** Guests start by entering their contact details: - **Full Name** (required) - **Phone Number** (required) - **Email Address** (required) - **Company Name** (optional) If the **texting permission setting** is enabled, an **opt-in checkbox** will appear so that your customers sign up for text marketing. This consent is optional and not required to submit the form. #### **Event Details** After providing their contact information, guests move on to the event details section. - **Number of Guests** (required)  - **Preferred Date & Time** (required) – The available time slots depend on your operating hours, blocked hours, and settings on your Parties page. If a date is unavailable, it will be grayed out. ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-23-41-3031-AM.png?width=395&height=207&name=image-png-Dec-16-2025-10-23-41-3031-AM.png) - **Duration** (optional) – Guests can enter the estimated event length (e.g., “2 hours”). ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-11-27-36-8086-AM.png?width=457&height=74&name=image-png-Dec-16-2025-11-27-36-8086-AM.png) - **Occasion** (required) – Guests can choose the type of event they’re celebrating (*Birthday, Bachelor Party, Anniversary, etc.)* The list of available occasions can be customized under your Party/Group Inquiries \> Settings page. ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-26-11-2430-AM.png?width=398&height=305&name=image-png-Dec-16-2025-10-26-11-2430-AM.png) - **Space Preference** – This field appears **only if your venue has multiple event spaces** **set up** on the Party/Group Inquiries \> Settings page.  ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-30-57-7511-AM.png?width=391&height=146&name=image-png-Dec-16-2025-10-30-57-7511-AM.png) Guests can select their preferred space (for example, *Main Dining Room*, *Patio*, or *Private Lounge*). If your venue has only one space, this field will not appear on the form. - **Budget Per Person** – Shown **only if enabled** on the Parties settings page. The pre-set default budget will be shown, but customers can enter their own estimated amount. ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-31-33-5534-AM.png?width=480&height=60&name=image-png-Dec-16-2025-10-31-33-5534-AM.png) - **Description/Requests** (optional) – An open-text field where guests can share additional information about their event, such as setup preferences, menu requests, or any specific requests they may have. ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-10-37-40-7331-AM.png?width=418&height=129&name=image-png-Dec-16-2025-10-37-40-7331-AM.png) - **How Did You Hear About Us** (optional) – Located at the bottom of the inquiry form, this field lets guests select how they found your venue (e.g., *Google Search*, *Social Media*, *Referral*). ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-11-09-21-4938-AM.png?width=367&height=194&name=image-png-Dec-16-2025-11-09-21-4938-AM.png) --- ### **Inquiry Submission and Notifications** 1. After filling out all required fields, guests can click the **"Submit"** button at the bottom of the form. 2. Once submitted, a message appears on the screen confirming that their request has been received: ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Dec-16-2025-12-03-44-5488-PM.png?width=461&height=106&name=image-png-Dec-16-2025-12-03-44-5488-PM.png) 3. At the same time, the guest will receive an email notification summarizing the information they submitted. ![](https://howto.spothopperapp.com/hs-fs/hubfs/annotely_image%20-%202026-03-05T140437-323-png.png?width=580&height=485&name=annotely_image%20-%202026-03-05T140437-323-png.png) *Note: As soon as an inquiry is submitted, it appears on your dashboard, and the inquiry details are automatically sent to the notification recipients listed on your Parties Settings page.* 4. To save you time while managing inquiries, customers will also be sent automatic emails when you change the "status" of their inquiry from the admin: **"Confirmed" Status ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Mar-05-2026-01-18-39-0106-PM.png?width=580&height=417&name=image-png-Mar-05-2026-01-18-39-0106-PM.png)** **"Cancelled" Status  ** ![](https://howto.spothopperapp.com/hs-fs/hubfs/image-png-Mar-05-2026-01-19-25-2331-PM.png?width=580&height=410&name=image-png-Mar-05-2026-01-19-25-2331-PM.png) *💡 Each inquiry captures the customer’s email and contact information. This ensures your venue can re-engage them with future promotions and events—so you never lose a potential guest after their initial inquiry.* ---   - [Promotions](https://howto.spothopperapp.com/knowledge/promotions?hsLang=en) - [Social Media](https://howto.spothopperapp.com/knowledge/social-media?hsLang=en#main-content) - [Connecting Facebook & Instagram](https://howto.spothopperapp.com/knowledge/social-media?hsLang=en#connecting-facebook-instagram) - [Social Media Posts](https://howto.spothopperapp.com/knowledge/social-media?hsLang=en#social-media-posts) - [Events](https://howto.spothopperapp.com/knowledge/events?hsLang=en) - [Emails](https://howto.spothopperapp.com/knowledge/emails?hsLang=en) - [Google & Reviews](https://howto.spothopperapp.com/knowledge/google-reviews?hsLang=en#main-content) - [Connecting Google](https://howto.spothopperapp.com/knowledge/google-reviews?hsLang=en#connecting-google) - [Google Integration](https://howto.spothopperapp.com/knowledge/google-reviews?hsLang=en#google-integration) - [Google Reviews](https://howto.spothopperapp.com/knowledge/google-reviews?hsLang=en#google-reviews) - [Reservations](https://howto.spothopperapp.com/knowledge/reservations?hsLang=en) - [Private Party Management System](https://howto.spothopperapp.com/knowledge/private-party-management-system?hsLang=en) - [Catering Management System](https://howto.spothopperapp.com/knowledge/catering-management-system?hsLang=en) - [Event Planner](https://howto.spothopperapp.com/knowledge/event-planner?hsLang=en) - [Texting](https://howto.spothopperapp.com/knowledge/texting?hsLang=en) - [Inquiries](https://howto.spothopperapp.com/knowledge/inquiries?hsLang=en#main-content) - [Managing Inquiries](https://howto.spothopperapp.com/knowledge/inquiries?hsLang=en#managing-inquiries) - [Inquiry Hours & Availability](https://howto.spothopperapp.com/knowledge/inquiries?hsLang=en#inquiry-hours-availability) - [Contact Us Form](https://howto.spothopperapp.com/knowledge/inquiries?hsLang=en#contact-us-form) - [Notifications](https://howto.spothopperapp.com/knowledge/inquiries?hsLang=en#notifications) - [Menus](https://howto.spothopperapp.com/knowledge/menus?hsLang=en) - [Specials](https://howto.spothopperapp.com/knowledge/specials?hsLang=en) - [Birthday Club/Incentives](https://howto.spothopperapp.com/knowledge/birthday-club-incentives?hsLang=en) - [QR Code Flyers](https://howto.spothopperapp.com/knowledge/qr-code-flyers?hsLang=en) - [Jobs](https://howto.spothopperapp.com/knowledge/jobs?hsLang=en) - [Online Orders](https://howto.spothopperapp.com/knowledge/online-orders?hsLang=en) - [Online Payments](https://howto.spothopperapp.com/knowledge/online-payments?hsLang=en) - [Website Content](https://howto.spothopperapp.com/knowledge/website-content?hsLang=en) - [Brand Setup](https://howto.spothopperapp.com/knowledge/brand-setup?hsLang=en) - [Table Management App](https://howto.spothopperapp.com/knowledge/table-management-app?hsLang=en) - [Table Management](https://howto.spothopperapp.com/knowledge/table-management?hsLang=en) - [Virtual Host](https://howto.spothopperapp.com/knowledge/virtual-host?hsLang=en) - [Administration](https://howto.spothopperapp.com/knowledge/administration?hsLang=en#main-content) - [Business Info](https://howto.spothopperapp.com/knowledge/administration?hsLang=en#business-info) - [User Management](https://howto.spothopperapp.com/knowledge/administration?hsLang=en#user-management) - [Billing](https://howto.spothopperapp.com/knowledge/administration?hsLang=en#billing) - [Calendar](https://howto.spothopperapp.com/knowledge/calendar?hsLang=en) - [SEO Capabilities](https://howto.spothopperapp.com/knowledge/seo-capabilities?hsLang=en) - [Mobile App](https://howto.spothopperapp.com/knowledge/mobile-app?hsLang=en) - [Analytics](https://howto.spothopperapp.com/knowledge/analytics?hsLang=en) - [Domain Access](https://howto.spothopperapp.com/knowledge/domain-access?hsLang=en) [![SpotHopperLogo](https://howto.spothopperapp.com/hs-fs/hubfs/SpotHopper%20Logo.png?width=316&height=54&name=SpotHopper%20Logo.png "SpotHopperLogo")](https://www.spothopperapp.com/?hsLang=en) spothopperapp.com Help Center Copyright © 2026, SpotHopper Inc