Your Private Events Agent Books the Party While You Run the Floor
What it takes off your plate
The AgentWorks Private Events Agent takes private dining and large-party bookings off your GM or events manager, from the first inquiry to the final invoice. It answers the inquiry, sends the proposal, chases the contract and the deposit, and briefs the kitchen and the floor, so your managers can stay with the guests in the room tonight.
Here's how private events go at a lot of restaurants. Inquiries sit in the inbox for days because nobody has time to reply during service. When someone does, the proposal gets built from scratch because there's no template library. Contracts go back and forth by email with revisions tracked in separate Word documents. Collecting the deposit is a manual chase. On the day, coordination falls to whoever is on, not the person who booked it. And event revenue swings from month to month because nobody is managing the pipeline.
The cost is the rehearsal dinner that booked across the street, and the event that went sideways because the kitchen found out the details at four o'clock.
What the Private Events Agent does, step by step
The Private Events Agent starts with the guest who's asking, then handles the paperwork behind the booking.
- It answers the inquiry. When an event inquiry comes in by email, web form or phone message, the agent replies promptly, including the ones that arrive in the middle of service, with the questions that matter: date, headcount, occasion, budget, dietary needs.
- It sends the proposal. From your template library, the agent builds a proposal that fits: the right room, the right menu package, the right minimum. The GM can review it before it goes out.
- It follows up. If the guest goes quiet, the agent checks back with a friendly note, answers their questions and passes the tricky ones to the events manager.
- It tracks the contract. The agent sends the contract through DocuSign, keeps one current version with every change marked, and nudges the guest until it's signed.
- It collects the deposit. The agent sends the deposit request, confirms when it's paid, and reminds the guest of the final headcount deadline and balance.
- It briefs the team. Before the event, the agent sends the kitchen the menu, headcount and dietary notes, and sends front of house the timeline, room setup and host contact.
- It invoices. After the event, the agent sends the final invoice and a thank-you note, and asks how the evening went.
It works in the tools you already use: Gmail, Google Workspace, DocuSign, Square and your reservation book.
Where the work is recorded
An event that lives in one person's inbox is an event nobody else can run. The Private Events Agent writes each step where your team already looks.
On the guest's record in the CRM, your managers see the inquiry, every message, the proposal version the guest accepted, the signed contract, the deposit and the final invoice. The event pipeline shows every inquiry by stage: new, proposal sent, contract out, deposit paid, booked, invoiced. The event itself sits in the reservation book and on the kitchen's calendar.
So the next morning, the GM opens the pipeline and sees which inquiries came in overnight, which proposals are waiting on the guest and which deposits are due. On the day of the event, whoever is on reads the same brief and picks up where the agent left off.
What your people do instead
Your people stay with the guests in front of them.
- The GM works the floor. Instead of writing proposals between tables, the GM is at the tables.
- The events manager sells and hosts. Their time goes to the tasting, the walkthrough and greeting the host on the night.
- The kitchen plans ahead. A clear brief days before, not hours, means the menu is prepped and the dietary requests are handled.
- Event guests get looked after. The party knows who to talk to, the team knows the plan, and the evening feels personal. That's the hospitality that brings repeat events.
For how catering inquiries convert, see winning event inquiries. For costing the menus you put in those proposals, see managing food costs for catering.
One next step
If event inquiries are waiting in the inbox, find out whether this is the right workflow to hand off first. The free Restaurant Industry Assessment looks at how your front and back of house run and shows which workflow an agent should take first.
To see how the AgentWorks Private Events Agent fits with the other agents built for restaurants, visit the restaurant industry page.
See where the Private Events Agent would start in your restaurant business.
I'm Tony, the Restaurant ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Tony replies from restaurant@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →