Wedding and Banquet Enquiry Qualification

• Banquet Sales Manager
• Wedding Venue Owner
• Catering and Events Manager
• Sales Coordinator

Wedding and banquet enquiries arrive from venue listing sites, Instagram, Google, referrals and walk-ins, and most begin with the same message: what is your rate? A useful answer depends on the date, the functions, guest count per function, menu, rooms for the wedding party and decor. Sales managers spend their day collecting these details from families who are comparing many venues.

We build an enquiry assistant for WhatsApp and phone that collects what the banquet team needs before a quote. It asks about the event, dates and flexibility, functions, guest count per function, veg, non-veg or Jain menus, budget per plate, rooms for the wedding party, decor and music. It checks the venue calendar for the lawn and halls, explains what is free on those dates and gives an indicative package range from your approved rate card, clearly labelled as indicative. Qualified families are offered a venue visit or food tasting. The banquet manager receives a structured summary and score, and decides whether to place a tentative hold with an expiry date.

• Structured capture of event type, dates, functions, guest counts and menu preferences
• Venue calendar check for lawns, halls and room blocks on requested dates
• Indicative package ranges from your approved rate card, never final quotes
• Venue visit and food tasting bookings with reminders
• Lead scoring by date fit, budget fit and decision stage
• Tentative hold tracking with expiry reminders to the family and the sales team

1. 01Capture the enquiryEnquiries from listings, Instagram, Google, calls and walk-ins are logged in one place with their source.
2. 02Collect event detailsThe assistant asks about dates, functions, guests, menus, rooms and budget in Hindi or English, by chat or call.
3. 03Check the calendarRequested dates are checked against the venue calendar for each space and against the room inventory.
4. 04Share an indicative rangeAn indicative package range is shared from the approved rate card, and alternative dates are offered if spaces are taken.
5. 05Book a visitQualified families are offered a venue visit or tasting, and the banquet manager receives a summary.
6. 06Manage holds and follow-upThe manager decides on tentative holds and quotes, and the assistant tracks expiry and reminds both sides.

1. Channels
   • WhatsApp Business API
   • Inbound and callback voice agent
   • Listing and Instagram lead capture
2. Qualification
   • LLM enquiry dialogue
   • Event detail schema
   • Lead scoring rules
3. Venue data
   • Banquet calendar by space
   • Room inventory from the PMS
   • Approved rate card and packages
4. Sales workflow
   • Banquet manager summary and hold screen
   • Visit and tasting scheduler
   • Hold expiry reminders

The banquet manager prepares every final quote, approves tentative holds and handles negotiation. The assistant shares only indicative ranges from the approved rate card and hands over as soon as a family wants to negotiate or confirm.

• WhatsApp Business API
• Cloud telephony for calls
• Banquet or event management software, or a shared calendar
• Hotel PMS for room blocks
• CRM or Google Sheets for enquiry tracking

• Indicative ranges always labelled as indicative and subject to the final quote
• No date confirmed or held without the banquet manager's approval
• Calendar checked live before any date is described as available
• Family contact details shared only with the sales team
• Immediate handover for negotiation, complaints or VIP requests

• Business-initiated WhatsApp follow-ups use approved templates and opt-in under Meta's policies.
• Enquiry details are processed for event planning, with retention limits, under the DPDP Act 2023.

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