Private dining intake that captures guest count and event type up
Every enquiry captures guest count, event type, and timing, then confirms who has authority to book and flags any AV, accessibility, or décor requirements — so you can see which private dining requests are tasting-ready before you reply.
The exact intake your private dining room leads complete
This is the real 7-question guided intake for Private Dining Room — the same flow your customers finish before you ever pick up the phone.
What a qualified private dining room lead should tell you
Qualification of enquiries for a private or semi-private dining space at a restaurant, capturing group size, event type, timing, and booking authority before a room is quoted or held.
- Many Guests Expect Private
- Event This
- Private Dining Room
- Have Preferred Restaurant, Cuisine,
- Set Menu Or Catering
- Have Authority Confirm And
- There Any Special Requirements
The questions your team needs answered
Every private dining room intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| How many guests do you expect for the private dining event? | Guest counts in the 10-50 range carry the highest weight because they fit the typical private dining room's capacity without straining kitchen or staffing. |
| What type of event is this for? | Event type helps route the lead to the right staffing and menu approach, since a business meeting and a family gathering need different handling. |
| When do you need the private dining room? | Knowing how soon the room is needed lets staff prioritize near-term requests over speculative, far-out planning. |
| Do you have a preferred restaurant, cuisine, or location in mind? | A named restaurant, cuisine, or location shows the host has already narrowed their decision, which is more actionable than a vague enquiry. |
| Will you need a set menu or catering package for the event? | Knowing upfront whether a set menu or catering package is needed lets staff prepare accurate pricing before quoting instead of guessing at food costs. |
| Do you have authority to confirm and book this reservation? | A yes answer (weight 9) signals someone who can sign off on the booking, while a no (weight 3) flags a lead who still needs approval from a decision-maker. |
| Are there any special requirements such as audiovisual equipment or accessibility needs? | Flagging AV, accessibility, or décor needs upfront lets staff confirm the room can support them before quoting, rather than finding out at the tasting. |
How Cliont scores private dining room leads
Every answer is weighted automatically — no manual review required.
Value signals
- Under 10
- 10-25
- 26-50
- 51-100
- Over 100
- Have Authority Confirm And: yes
Disqualifiers
- Not sure yet
See the lead your team receives
Private Dining Room 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 private dining room workflows
| Cliont capability | Private Dining Room application |
|---|---|
| Weighted single-choice scoring | Guest count bands are weighted so 10-50 guest groups — the sweet spot for most private dining rooms — automatically score higher than under-10 or over-100 requests. |
| Yes/No qualification gate | The booking authority question separates decision-makers (weight 9) from assistants or family members still needing approval (weight 3), so staff know who to negotiate with. |
| Multi-select requirement checklist | AV equipment, accessibility needs, and décor/setup requests are captured as checkboxes so staff can confirm room fit before quoting instead of discovering conflicts at the tasting. |
| Free-text preference capture | The preferred restaurant, cuisine, or location field lets hosts specify exactly what they want, giving staff a concrete starting point instead of a blank request. |
Common private dining room lead scenarios
Celebration dinner, mid-size group
A host planning a 26-50 guest celebration sits in the highest-weighted guest-count bracket and confirms booking authority, making it an easy lead to move straight to a tasting.
Small business meeting, unconfirmed booker
A group under 10 for a business meeting scores lower on size, and if the person filling out the form lacks authority to confirm, the lead is flagged for follow-up rather than an immediate hold.
Large event needing AV and catering
An over-100-guest institutional event drops in guest-count weight but selects a set menu and audiovisual equipment, signaling a logistics-heavy booking worth reviewing before quoting a room.
Family gathering with accessibility needs
A family event flags accessibility needs in the special requirements question, prompting staff to confirm the room layout fits before promising the space.
Early-stage planner, no timeline yet
A lead who selects 'Not sure yet' for timing and leaves the restaurant/cuisine preference vague signals earlier-stage planning than someone with a defined date and location in mind.
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 →
Private Dining Room lead-intake FAQs
How does the intake distinguish a private dining room request from a full restaurant buyout?
The guest count and event type questions do the sorting — smaller, room-scale groups route here, while requests describing the whole venue are a better fit for the Restaurant Buyout intake.
What happens if the person submitting the form can't actually confirm the booking?
The booking authority question is weighted directly (9 for yes, 3 for no), so a lead without sign-off authority still comes through but is flagged as needing a decision-maker before you hold a room.
Does the intake capture whether they need a set menu or catering package before I quote a price?
Yes — the intake asks directly whether a set menu or catering package is needed, so staff aren't quoting a room rate without knowing the food side of the event.
How are AV equipment, accessibility, or décor requests handled?
These are captured as a multi-select on special requirements, so any AV, accessibility, or setup needs are visible before staff confirm the space can accommodate them.
Can hosts tell us they already have a restaurant or cuisine in mind?
Yes, a free-text field lets hosts name a preferred restaurant, cuisine, or location, which helps staff tell a specific, actionable request apart from a generic inquiry.
How does group size affect where a lead lands in scoring?
Groups of 10-50 carry the highest weight since they fit typical private room capacity; very small (under 10) or very large (over 100) groups score lower and may need a different room or format.
Turn private dining room visitors into qualified events
Give every private dining room visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.