Private Events setup

Manage Private Event requests

Work Private Event inquiries from the staff inbox, review guest details, add notes, update statuses, and keep the request history clear.

Updated 2026-06-22

The Private Events inbox is the staff workspace for private dining, buyout, large-party, and custom event inquiries. It keeps requests out of personal inboxes and gives the team a shared status trail.

Private Event requests are leads. They are not confirmed reservations, ticket sales, or inventory holds.

Open The Inbox

Use the Private Events inbox to review new and active requests.

The list is meant to answer:

  • Who submitted the request?
  • What type of private event do they want?
  • What date and time do they prefer?
  • How many guests are expected?
  • What is the current status?
  • Who has followed up?

Use search and filters when the inbox has many requests.

Review The Submission

Open a request and review:

  • Guest name
  • Email
  • Phone
  • Preferred date
  • Preferred start and end time
  • Party size
  • Event type
  • Guest notes
  • Submitted timestamp

Look for missing details before contacting the guest. Many inquiries need follow-up before they can be quoted or booked.

Add Staff Notes

Use notes to keep the team aligned.

Good note examples:

  • Called guest. Left voicemail asking about budget and room preference.
  • Guest wants patio buyout for 28 people. Sent sample menu.
  • Quoted $2,500 minimum plus tax and service. Waiting for approval.
  • Booked as reservation #12345 after deposit agreement.

Avoid notes that only say done or called. Future staff need context.

Update Status As Work Progresses

Use status to keep the funnel accurate:

  • New: request has not been worked yet
  • Contacted: staff reached out or responded
  • Quoted: staff sent pricing, proposal, or availability details
  • Booked: the request became real business
  • Lost: the request is not moving forward

For more detail, see Use Private Event statuses.

Keep Requests In CoverCount

Staff may still email or call guests outside CoverCount, but the request record should stay current.

After meaningful follow-up:

  • Add a note.
  • Update the status.
  • Include enough detail for another staff member to pick up the conversation.

This prevents private-event work from living only in one person's inbox.

When The Request Is Booked

When a Private Event request becomes confirmed, create the reservation manually in the normal reservation workflow if the venue needs it on the floor or service board.

The inquiry itself does not create the reservation automatically.

For the conversion workflow, see Turn a Private Event request into a reservation.