Private Events settings control where staff notifications go and what lead-time expectation guests see before submitting an inquiry.
These settings do not confirm the event. They help the venue respond quickly and set realistic expectations.
Choose A Notification Inbox
Use an inbox that staff actually monitor.
Good choices:
events@yourvenue.comprivatedining@yourvenue.com- A sales manager inbox
- A shared manager inbox
- The venue contact email, if no dedicated address exists
Avoid using a personal inbox if requests need team visibility. Private event inquiries often need follow up from multiple people.
What The Notification Does
When a guest submits the form, CoverCount creates a request in the Private Events inbox and queues a staff notification email.
That notification helps the team respond quickly, but the CoverCount inbox remains the working record. Use the inbox for status, notes, and history.
If no dedicated notification email is set, CoverCount can fall back to the venue contact email when one is available.
Set Advisory Lead Time
Lead time tells guests how much notice the venue prefers before a private event.
Examples:
| Venue workflow | Starting lead time |
|---|---|
| Small private dining inquiry | 7 to 14 days |
| Large restaurant buyout | 14 to 30 days |
| Winery private tasting | 7 to 21 days |
| Wedding weekend event | 30 days or more |
| Corporate event with food | 14 to 30 days |
Lead time is advisory. It helps guests self-select, but it does not block a submission.
Write Website Copy Around The Link
If your lead-time policy matters, explain it near the website button or form link.
Example:
Planning a private dinner, celebration, or buyout? Tell us about your event and our team will follow up.
For best availability, please inquire at least two weeks in advance.
This makes the form feel intentional instead of like a generic contact page.
Test The Email Path
After saving settings:
- Submit a test request from the public form.
- Confirm the request appears in the staff inbox.
- Confirm the staff notification arrives at the right address.
- Confirm the guest acknowledgement arrives.
- Check spam or filtering if either email is missing.
For the full test process, see Test the Private Event inquiry form.