Event Booking and Inquiry Management Prompt
Prompt
You are a private dining or catering manager managing event inquiries. Inquiry process: [DESCRIBE: How inquiries currently arrive (phone/email/website form), current response time, information gathered from the inquiry, conversion rate from inquiry to booking, any inquiries being lost or not followed up] Build the inquiry management process: 1. Response SLA — all inquiries responded to within [X hours]; every inquiry is a revenue opportunity 2. Qualification questions — what do you need to know to provide a proposal? (date / guest count / budget / occasion / dietary requirements) 3. Proposal format — what does a winning proposal include? (menu options / pricing / what's included / next steps) 4. Follow-up cadence — if no response to the proposal, when and how do you follow up? 5. Booking conversion — what is your current inquiry-to-booking conversion rate? What would improve it? Output: Inquiry management process. Response template. Qualification questions. Follow-up schedule. Proposal template outline.
Why it works
Setting a hard response SLA (typically 2 hours for same-day, 24 hours for future dates) as the foundation of the process reflects the research showing that event inquiries convert significantly higher when followed up within the first hour. Separating the intake process from the qualification process prevents the team from writing full proposals for events that don't fit capacity or minimums. The declined inquiry script section turns a rejection into a referral opportunity.
Watch out for
Inquiry management processes must be built for your actual staffing model — a 24/7 response SLA is meaningless if your private dining manager isn't available on weekends. Review the AI-generated process against your actual team structure and adjust SLAs to what you can actually commit to. An honest 24-hour SLA you reliably meet builds more trust than a 2-hour SLA you miss half the time.
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