Turn large group enquiries into tasting-ready leads
Guests share group size, occasion, and timing up front, plus whether they need a private space and any dietary or seating requirements. Signed reservation agreements come in alongside the form, so your team only follows up on bookings the venue can actually staff.
The exact intake your large group reservation leads complete
This is the real 6-question guided intake for Large Group Reservation — the same flow your customers finish before you ever pick up the phone.
What a qualified large group reservation lead should tell you
Coordinating a restaurant reservation or private dining setup for a party large enough to need special table configuration, staffing, or a private space — qualified by guest count, occasion type, timing, and any dietary or seating needs before floor space gets committed.
- Many Guests
- Occasion This Reservation
- Reservation
- Private Or Semi-Private Space
- Authorized Confirm And Finalize
- Group Have Any Special
The questions your team needs answered
Every large group reservation intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| How many guests are you planning for? | Guest count drives table configuration and staffing needs, and the 15-30 and 31-60 tiers score highest as the sweet spot most venues can service profitably. |
| What type of occasion is this reservation for? | Segments the lead so you can route, price, and prioritize it correctly. |
| When do you need the reservation? | Segments the lead so you can route, price, and prioritize it correctly. |
| Do you need a private or semi-private space for your group? | A private or semi-private space request changes which parts of the venue need to be held, so staff can check availability before confirming. |
| Are you authorized to confirm and finalize this reservation? | Confirming booking authority upfront prevents your team from finalizing details with someone who can't actually sign off on the reservation. |
| Does your group have any special meal or seating requirements? | Dietary, accessibility, and seating selections let the kitchen and floor staff prep the correct setup before the group arrives. |
How Cliont scores large group reservation leads
Every answer is weighted automatically — no manual review required.
Value signals
- 8-14 guests
- 15-30 guests
- 31-60 guests
- More than 60 guests
- Authorized Confirm And Finalize: yes
Disqualifiers
- Not sure yet
See the lead your team receives
Large Group Reservation Lead
From first click to qualified lead
Follow hosts and planners through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the event
Smart questions adapt to their event and capture the full scope.
They add inspiration
Inspiration photos and event details come attached, so you can quote fast.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for large group reservation workflows
| Cliont capability | Large Group Reservation application |
|---|---|
| Weighted scoring | Guest count tiers (15-30 and 31-60 guests) and confirmed booking authority carry the most weight, so the intake surfaces sizeable, decision-ready groups first. |
| Conditional branching | A yes answer on needing a private or semi-private space can trigger follow-up detail on layout, while a no keeps the intake short for standard table bookings. |
| Authorization flagging | When the person submitting isn't authorized to confirm the reservation, the lead is still captured but routed for a callback instead of being treated as booking-ready. |
| Document capture | Signed reservation agreements or deposit confirmations are collected alongside the form so finance and floor staff aren't chasing paperwork separately. |
| CRM routing | Qualified large group leads, with guest count, occasion, and special requirements attached, land directly in your CRM instead of an unsorted inbox. |
Common large group reservation lead scenarios
Mid-size private space request
A planner asks for 15-30 guests for a business event and confirms they need a private space and are authorized to sign off — this combination scores as a strong, staffable lead.
Assistant booking without authority
Someone submits a 31-60 guest inquiry on behalf of their manager but indicates they can't confirm the reservation themselves, so the lead is flagged for a callback to the actual decision-maker before anyone quotes the event.
Large group with unclear timing
A group of more than 60 guests looks like a high-value booking, but if they select 'not sure yet' on timing, the intake surfaces that ambiguity so your team confirms a date before promising availability.
Family celebration with dietary needs
An 8-14 guest family celebration comes in with dietary needs and a specific seating layout selected, letting staff prep the right table setup and menu accommodations ahead of the visit.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book events
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More restaurant reservations and private dining intake templates
View all restaurant reservations and private dining intake templates →
Large Group Reservation lead-intake FAQs
How does the intake decide which large group inquiries are worth a tasting or menu walkthrough?
Guest count is the primary signal — groups of 15-30 and 31-60 score highest — combined with whether the person filling out the form is authorized to confirm the reservation, so your team prioritizes bookings that are both sizeable and decision-ready.
What happens if the person submitting the form can't confirm the reservation themselves?
The authorization question is weighted lower when the answer is no, so those leads still come through but are marked for a follow-up call with the actual decision-maker instead of being treated as ready to finalize.
How is this different from the Private Dining Room or Restaurant Buyout intake?
Large Group Reservation qualifies a single sizeable party at a shared or semi-private table, while Private Dining Room and Restaurant Buyout are separate subservices in this library for dedicated rooms and full-venue exclusivity.
Does the form capture dietary restrictions and seating needs before the guest arrives?
Yes — the special requirements question lets guests select dietary needs, accessibility needs, or a specific seating layout, so staff can prep the room and menu accommodations ahead of time.
Can the same intake handle both a small party of 8 and a group of 60+?
Yes, the guest count question covers 8-14, 15-30, 31-60, and 60+ tiers with different weights, so the scoring adjusts automatically instead of treating every group size the same.
What gets sent to my CRM once a large group lead qualifies?
Guest count, occasion type, timing, private space preference, authorization status, and any dietary or seating selections are sent to your CRM as structured fields, alongside any signed agreement uploaded during intake.
Turn large group reservation visitors into qualified events
Give every large group reservation visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.