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Food & Events · Sales

Event Venue Enquiry

Collect venue requirements so an event coordinator can check fit and dates.

For food & events teams handling sales conversations.

Example workflow
Discuss this workflow →

What this chatbot helps with

  • Collect venue requirements so an event coordinator can check fit and dates.
  • Clarify event type before the team follows up.
  • Organise guest count, date, setup preference into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Hello, I have a question about event venue enquiry.
What event and approximate guest count are you planning?
I’m enquiring about event type. Could your team help me understand the options and process?
Which date and room setup do you prefer? You can skip anything you would rather discuss with a colleague.
I’d prefer to discuss the details with someone.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify sales intent and explain the scope.

  2. 02

    Relevant questions

    What event and approximate guest count are you planning?

  3. 03

    Captured details

    Event type · Guest count · Date · Setup preference

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Event type
  • Guest count
  • Date
  • Setup preference

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Menus, services and venue information
  • Request and cancellation processes
  • Event coordination contact details
  • Approved answers to “What event and approximate guest count are you planning?” and “Which date and room setup do you prefer?”
  • A named team responsible for event venue enquiry enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Capacity, availability and contracts require venue confirmation.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

Accessibility arrangements, licences or contract negotiations.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your sales process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and accessibility arrangements, licences or contract negotiations.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about event venue enquiry

What does the team need from the first conversation?

Start with event type and guest count. Collect the other suggested details only if they help the next action. Which date and room setup do you prefer?

Can it complete this request automatically?

Capacity, availability and contracts require venue confirmation. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

Accessibility arrangements, licences or contract negotiations. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your food & events process. What event and approximate guest count are you planning? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

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