Form templates / Restaurants & Hospitality
Private Dining Inquiry Form
A private dining inquiry form has to establish whether the party fits the room and clears the minimum spend. Date, covers, and what kind of evening they want.
For restaurants, cafés, bars, hotels and hospitality teams.
Minimum spend, stated before the site visit
The most wasted hour in private dining is a show-round for a party of twelve with a budget of £30 a head for a room that needs £1,200. Nobody's fault - the enquiry never mentioned money, and the venue never mentioned the minimum.
So this template states the minimum spend per room and asks for a per-head budget. It also asks about the schedule - speeches, a cake, a late finish - because those are what turn a dinner booking into a staffing decision.
A quote request that actually contains the job
"How much do you charge?" is unanswerable, and answering it with a range makes you look expensive to some and cheap to others. The fix isn't a longer reply - it's a better question.
Scope, timing, location and budget are on this form because those four answers turn a vague enquiry into something you can price with confidence, usually without a call.
Bookings and enquiries while the phone is unanswerable
Service is exactly when you can't take a call, and exactly when people decide where to eat. A form takes the request with the date, the covers and the dietary needs while your hands are full.
For private hire and functions it matters even more: those enquiries need a dozen details, and the guest would far rather type them than be quizzed.
Let them show you, not describe it
A sentence about the problem is a guess; a photo is a fact. This template asks for the details in the guest's own words *and* keeps the questions short enough that they answer all of them.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Your name
- Email address
- Phone number
- Company, if it's a business booking
- What's the occasion?
- Preferred date
- Alternative date
- Is the day flexible?
- How many guests?
- Arrival time
- Expected finish
- What kind of evening?
- Will there be any of these?
- Menu
- Wine and drinks
- Dietary requirements expected
- Budget per head, including drinks
- Would you want exclusive use?
- Anything else?
More Restaurants & Hospitality forms
Questions
Should I publish the minimum spend?
Yes. It qualifies enquiries better than any question you could ask, and enquirers who proceed have already accepted it - which removes the most awkward part of the conversation.
How much menu detail at enquiry stage?
Ask which style and whether they want a choice menu - that's enough to price. Dish selection belongs in a follow-up, closer to the date.
Can I ask for photos or files?
Not yet - uploads are on the roadmap. In the meantime, most people ask for a link to photos, or reply to the response with an email asking for them. Everything else about the job is captured here.
Can I see where each quote request came from?
Yes. Add a hidden tracking parameter to the link (for example one link on your site and another on your Google profile) and it's stored with the response.
How fast can I put this live?
About a minute. Pick the template, change the wording, press save - saving is publishing - and you get a link to share.
Does this replace a booking system?
No - it collects requests you confirm, which suits private hire, functions and smaller rooms. If you need live table availability, keep your booking system and use forms for the enquiries it handles badly.
Publish your private dining inquiry form today
Start from this template and change anything you like. Free to begin.