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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
  2. Inquiry 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

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.

  • Duration (optional) – Guests can enter the estimated event length (e.g., “2 hours”).

  • 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.

  • Space Preference – This field appears only if your venue has multiple event spaces set up on the Party/Group Inquiries > Settings page. 


    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.

  • 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.

  • 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).

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:

  3. At the same time, the guest will receive an email summarizing all the information they submitted, along with your venue’s contact details.



    Note: As soon as the inquiry is submitted, it appears in your Private Events dashboard, and the inquiry details are also 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


    "Cancelled" Status  

💡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.