Private Events setup

Test the Private Event inquiry form

Verify the public Private Event inquiry form, staff notification email, guest acknowledgement, and inbox workflow before sharing the link.

Updated 2026-06-22

Test the Private Event inquiry form before adding it to your website or sharing it with guests.

The form is public. A small setup mistake can send requests to the wrong inbox, hide event types, or leave staff unsure how to respond.

Confirm Settings First

Before testing, confirm:

  • Private Events is enabled.
  • The venue plan includes Private Events.
  • The notification email is correct.
  • The advisory lead time is set.
  • At least one Private Event type is enabled.
  • Staff know where to find the Private Events inbox.

If any of these are missing, fix them before submitting a test request.

Open The Public Form

Open the inquiry link in a private browser window or a browser where you are not signed into CoverCount.

Check:

  • Venue name
  • Contact context
  • Event type options
  • Required guest fields
  • Preferred date field
  • Preferred start and end time fields
  • Party size
  • Notes field
  • Any lead-time or expectation copy shown near the form

The form should feel like a private-event inquiry, not a generic contact form.

Submit A Realistic Test Request

Use test details that look like a real inquiry.

Example:

Name: Taylor Sample
Email: your test email
Phone: your test phone
Preferred date: a future date
Preferred time: 6:00 PM to 9:00 PM
Party size: 24
Event type: Private Dining
Notes: Testing a rehearsal dinner request for the patio.

Avoid using nonsense text. Realistic test data makes it easier to verify how the request appears to staff.

Confirm Guest Success State

After submission, the guest should see a clear success message. The message should tell them the request was received and staff will follow up.

The form should not imply that the event is confirmed. It is only an inquiry.

Confirm Emails

Check both email paths:

  • Staff notification goes to the configured notification email or venue contact fallback.
  • Guest acknowledgement goes to the submitted guest email.

If either email is missing:

  • Check spam or filtering.
  • Confirm the notification email is correct.
  • Confirm the submitted guest email was valid.
  • Confirm the venue has a contact email if relying on fallback.

Confirm Staff Inbox

Open the Private Events inbox and find the test request.

Check:

  • Guest name
  • Email and phone
  • Preferred date
  • Preferred time range
  • Party size
  • Event type
  • Notes
  • Status
  • Submitted timestamp

Staff should be able to understand and respond to the request from the inbox.

Test Staff Workflow

Open the request and test:

  • Add a staff note.
  • Mark contacted.
  • Mark quoted.
  • Mark booked.
  • Mark lost, if appropriate for a test.
  • Reopen as new, if needed.

Use a test note that makes the audit trail obvious, such as Test request created before website launch.

For workflow guidance, see Manage Private Event requests.

Remove Or Close Test Requests

After testing, mark the request in a way that does not confuse reporting or staff follow-up. If the venue uses status reporting, mark the test request lost or add a clear staff note.

Do not leave test inquiries as new unless staff know to ignore them.