Back-room dinners and parties of 15 or more
A daughter calls about her dad's retirement dinner for 22. Emma checks the back room is open that Friday, walks her through the two set menus and the minimum spend, and puts her through to the events coordinator while she's ready to book.
A caller asks about a group of 15 or more, the private room, or a full buyout.
Checks the room's open dates, explains set menus and minimums, takes headcount and needs, puts hot ones through.
A held enquiry with date, headcount, menu choice and budget, on the events coordinator's phone.
How it works
- Learns the occasion
Retirement, rehearsal dinner, office party, a celebration of life. How many, which night, and what kind of evening they picture.
- Checks the room
The back room, the mezzanine or a full buyout, against the events calendar. If Friday's taken, it offers the Thursday or the Sunday.
- Explains the packages
The set menus, the minimum spend by night, the deposit and when the final count is due. In your numbers, from your sheet.
- Gathers the details
Dietary counts, a slideshow screen, a cake brought in, the bar tab, who's paying. Each goes on the enquiry.
- Hands over while it's warm
A caller ready to book is put through to the events coordinator with a short summary first. If they're busy, the lead goes out by text and email at once.
- Sends the menus
The set menus and room photos by text or email, while the caller is still thinking about it.
Example call
- CustomerHi, I'm planning my dad's retirement dinner. About 22 people, Friday the 14th. Do you have a private room?
- AI agentCongratulations to him. The back room seats up to 28, and it's open Friday the 14th. Would you like to hear the set menus?
- CustomerYes please.
- AI agentThere are two. The three-course is 68 a guest and the family-style feast is 82, with a minimum spend of 1,500 on Fridays. A few guests needing vegetarian is easy on either.
- CustomerFamily style sounds like him. Can I book it now?
- AI agentI'll put you through to Sofia, our events coordinator, to hold the room and take the deposit. One moment, I'll give her the details first.
After the call: Sofia picks up already knowing it's a retirement dinner for 22 on Friday the 14th in the back room, family style, and holds the date with the deposit. The caller has the menus by email.
What your team gets
- Large party and private room enquiries with date, headcount and menu choice
- Hot callers put through to the events coordinator with a summary first
- Set menus and room photos sent while the caller is interested
- Dietary counts and extras like a screen or an outside cake noted
- A list of enquiries that need a callback, with the budget given
Questions
Can it hold the room?
It checks the room is open and puts the caller through to your coordinator to hold it. Holds and deposits stay with your events team.
Will it quote a custom menu?
It gives your set menus and minimums as written. A custom menu becomes a request for the chef and coordinator to price.
What about a full buyout on a Saturday?
It takes the date, headcount and budget and warm-transfers to the manager on duty or the events coordinator, the way you choose.
Can it take the final headcount later?
Yes. A host calling with the final count before your cut-off has it noted on the event and sent to the coordinator.
Hear it on your phone
Request a demo call and the agent phones you, set up for restaurants like yours.