Event & Catering Booking Enquiries

Q: Can the automation handle special dietary requirements and custom requests?

Yes. The automation extracts all special requests from the enquiry and includes them in the quote and booking record so nothing is missed.

Q: What if a customer wants to negotiate the quote?

The automation flags counter-offers and negotiation requests for your team to review. Your staff can then adjust the quote and send a revised version through the same system.

Q: Does the automation work with our existing calendar system?

The automation integrates with most mainstream calendar and spreadsheet tools. Your team confirms which system you use during setup, and availability is checked in real time.

Q: What if two staff members try to book the same date at the same time?

The automation locks the date as soon as a customer confirms, preventing double-bookings even if multiple staff are processing enquiries simultaneously.

Turn every catering enquiry into a confirmed booking without playing phone tag or losing requests in a crowded inbox.

112 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Event and catering booking enquiries arrive across multiple channels and are manually logged, checked for availability, and quoted one at a time. This fragmented approach causes lost bookings, slow response times, and inconsistent follow-up.

Automation captures all enquiries in one place, checks availability instantly, generates quotes automatically, and sends follow-up reminders without manual intervention. Booking confirmation rates increase and staff focus shifts from data entry to customer relationships.

Key features:

Capture booking enquiries from email, phone, text, and social media into a single central log

Check event date availability against your calendar in real time

Generate customized quotes automatically based on headcount, location, and pricing rules

Send quotes with confirmation links and track customer responses

Schedule automatic follow-up reminders if customers do not respond within 2 days

Block confirmed dates on your calendar and send payment details automatically

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Manual quote drafting Each quote is typed from scratch or heavily customized, consuming 18 minutes per enquiry.	80%
2	Enquiry data entry errors Customer details are manually typed into spreadsheets, causing typos and duplicate records.	67%
3	Inconsistent follow-up Only 40% of quotes receive a follow-up reminder, causing bookings to be lost.	53%
4	Calendar conflicts Manual availability checking and multiple staff updating the calendar simultaneously risk double-bookings.	40%
5	Multi-channel fragmentation Enquiries arrive via email, phone, text, and social media with no central record or notification system.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

8.7/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.8/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Enquiry Receivedtrigger

A customer submits a booking enquiry via email or a web form. The automation is triggered immediately.

2. Extract & Qualify Enquiry

The automation reads the enquiry, extracts customer name, event date, headcount, location, and dietary needs, then checks if the date is available in the calendar. If not available, the automation logs the enquiry as unavailable and sends a polite decline.

3. Generate Quote

For available dates, the automation generates a customised quote based on headcount, event type, and location, pulling pricing rules from a configuration sheet.

4. Send Quote via Email

The quote is sent to the customer with a call-to-action link to confirm or request changes.

5. Schedule Follow-up Reminder

An automated reminder is scheduled to send 2 days after the quote if no response is received.

6. Log Enquiry to Tracker

The enquiry details, quote, and follow-up status are logged to a Google Sheet for visibility and reporting.

7. Notify Team

A notification is sent to the operations team with the enquiry summary and next steps, so nothing is missed.

Most popular tool stack used

— the complete tool combinations companies use

58% of companies

28% of companies

13% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

172 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a customer sends an enquiry outside business hours?

The automation captures the enquiry immediately and logs it in your central system. Your team sees a notification the next time they check, and the automation can send an acknowledgment email right away if configured.

Can the automation handle special dietary requirements and custom requests?

What if a customer wants to negotiate the quote?

Does the automation work with our existing calendar system?

What if two staff members try to book the same date at the same time?

View more FAQs

Process pain:8.7/10

Mapped by:4 Companies

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Page updated 10 August 2026