Private Events setup

Enable Private Events

Turn on the Private Events inquiry workflow, confirm plan access, and prepare the public request form before sharing it with guests.

Updated 2026-06-22

Private Events lets guests submit inquiries for buyouts, private dining, celebrations, large parties, and custom events. The request lands in the staff Private Events inbox so the team can review, contact, quote, book, or mark it lost.

Private Events is not a booking engine. Submitting the form does not reserve tables, collect payment, sell tickets, or create a confirmed reservation.

Before You Start

Make sure you have:

  • Admin access to the venue
  • A plan that includes Private Events
  • A venue contact email or dedicated private-events inbox
  • At least one event type guests can select
  • A public website, button, or page where the inquiry link will be shared

If the feature is not available on the current plan, existing requests may remain visible for cleanup, but new public intake should stay paused until the plan includes Private Events.

Turn On The Feature

Open the Private Events settings area and enable Private Events for the venue.

When disabled, the public inquiry form is unavailable. Guests cannot submit new requests, and the public link should not be promoted.

When enabled, staff can configure the public intake flow and share the inquiry URL.

Set The Notification Email

Choose where staff notifications should go.

Good options:

  • A shared private-events inbox
  • A sales manager
  • A general events team address
  • The venue contact email if no dedicated inbox exists

Avoid sending private-event requests only to one person's personal inbox unless that is truly how the venue operates. Requests are easier to manage when the team can see them in CoverCount and receive a shared notification.

For more detail, see Set notification email and lead time for Private Events.

Set Advisory Lead Time

Lead time tells guests how much notice the venue prefers before a private event. It is advisory, not a hard booking rule.

Examples:

  • Restaurant private dining: 7 to 14 days
  • Full buyout: 14 to 30 days
  • Winery private tasting: 7 to 21 days
  • Large catered event: 30 days or more

Use the lead time to set expectations, but staff can still decide how to handle each inquiry.

Add Private Event Types

Private Event types help guests choose the kind of inquiry they are submitting.

Examples:

  • Private Dining
  • Full Buyout
  • Corporate Event
  • Wedding Welcome Party
  • Wine Club Event
  • Custom Tasting
  • Large Group Tasting

For setup guidance, see Configure Private Event types.

Test Before Sharing

Before adding the link to your website:

  • Open the public inquiry form.
  • Submit a test request.
  • Confirm the guest success state appears.
  • Confirm the staff notification is sent.
  • Confirm the guest acknowledgement is sent.
  • Confirm the request appears in the Private Events inbox.
  • Confirm the status workflow works for staff.

For the full checklist, see Test the Private Event inquiry form.