A Private Event request is not a confirmed reservation. It is an inquiry. When staff and the guest agree on details, create the reservation manually using the normal reservation workflow.
This keeps availability, reporting, floor operations, and staff expectations clear.
Confirm The Details First
Before creating the reservation, confirm:
- Guest name
- Email and phone
- Event date
- Start and end time
- Party size
- Room, area, or seating expectation
- Food or beverage plan
- Deposit, card hold, or payment expectation
- Staff notes
- Any contract or manual agreement outside CoverCount
Do not convert vague inquiries into reservations too early. The request should be real enough for staff to operate.
Create The Reservation Manually
Use the normal staff reservation workflow when the event should appear on the floor, timeline, or service board.
Set:
- Date
- Time
- Party size
- Experience, if applicable
- Guest information
- Tables or areas, if already known
- Internal notes
- Deposit or card-hold rules, if applicable
The Private Event request does not automatically hold inventory. The reservation is what staff will use for service operations.
Add Notes That Connect The Records
After creating the reservation, return to the Private Event request and add a note.
Example:
Booked as reservation #12345 for 24 guests on July 18 at 6:00 PM. Patio requested. Contract handled by
events team.
This gives future staff a clear trail even if they start from the inquiry instead of the reservation.
Mark The Request Booked
Move the Private Event request to Booked after the reservation or outside booking is confirmed.
Booked should mean real business, not just a promising lead.
If the guest is still considering options, use Quoted or Contacted instead.
Choose The Right Experience
If the venue uses a dedicated Experience for private dining or large parties, choose it when creating the reservation.
Use a dedicated Experience when private events have different:
- Duration
- Table inventory
- Deposit rules
- Party-size limits
- Guest questions
- Internal reporting needs
If the request is more like ordinary dinner service, a normal dinner Experience may be enough.
Do Not Use Ticketed Events For Inquiry Conversion
Do not convert a Private Event request into a ticketed Event unless the venue is actually creating a public or invite-only ticketed occurrence.
Use Events for registrations and attendee lists. Use reservations for confirmed floor operations. Use Private Events for inquiry intake and sales follow-up.