Catering and event enquiries
When to use it
Section titled “When to use it”- You take catering, party-tray, wedding or corporate orders on top of your normal service.
- Enquiries arrive on Instagram, WhatsApp and the phone, and some get answered too late.
- You quote, then forget to follow up, and the customer books someone else.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A form people fill in | The Catering enquiry form this playbook creates. Put its link in your Instagram bio, on your menu and in your WhatsApp business profile. |
| A form your staff fill in | The Catering booked form this playbook creates. Your team fills it when a customer confirms, matched by phone. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Events | Calls catering enquiries and chases quotes. Can be one person. | Empty |
| Team | Owner | Hears about enquiries that weren't called in time. | Empty |
| Form | Catering enquiry | The catering enquiry form. A hidden field marks the customer as an enquiry. | Draft, not published |
| Form | Catering booked | Staff form to mark an event as booked. Matched to the customer by phone. | Draft, not published |
| Segment | Booked event soon | Booked events in the next three days. | Ready |
| Segment | Booked event just done | Booked events that ended yesterday or in the last few days. | Ready |
| Template | Catering enquiry received (SMS) | Acknowledgement right after an enquiry. | Ready |
| Template | Catering event coming up (SMS) | Reminder a few days before a booked event. | Ready |
| Template | Catering thank you (SMS) | Thank-you after the event, with a review link if you gave one. | Ready |
| Follow-up | Catering enquiry: call and chase | Acknowledges the enquiry, creates the first call task, and chases a quote that hasn't turned into a booking. | Off |
| Follow-up | Catering: event reminder and final call | Daily run over "booked event soon"; one reminder and a final-details call per event. | Off |
| Follow-up | Catering: thank you after the event | Daily run over "booked event just done"; one thank-you per event. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your restaurant or catering business? | none, must answer | org_name |
| 2 | Which team calls catering enquiries? (can be just you) | Events | events_team |
| 3 | Who should hear if an enquiry isn't called back in time? | Owner | owner_team |
| 4 | Where should customers leave a review after their event? (leave empty to just say thank you) | empty: skipped | review_url |
| 5 | What budget ranges should the form offer? Write them in your own currency. | Under 100k, 100k to 300k, 300k to 600k, Over 600k, Not sure yet | budget_ranges |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Kinds of event on the form | Wedding, Birthday, Corporate event, Family gathering, Other | event_types |
| Hours to make the first call | 2 | call_due_hours |
| Hours after which an uncalled enquiry escalates | 4 | escalate_after_hours |
| How long after a quote to chase | 3d | chase_after |
| Number customers call | ‹workspace phone› | caterer_phone |
| Daily send time | 09:00 | send_time |
| Greeting when a first name is missing | there | greeting_fallback |
| Default phone country on the forms | ‹workspace country› | default_country |
| Time zone | ‹workspace timezone› | timezone |
Timings
Section titled “Timings”- The customer gets an acknowledgement text straight away. A call task for Events is created at once, due in 2 hours, and escalates to Owner after 4 hours.
- 3d after a call that ended in a quote, if the event isn't booked, a chase task is created for Events.
- Every day at 09:00, booked events within the next 3 days get a reminder text and a final-details call task, and events from 1 to 3 days ago get a thank-you text.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| sms | The enquiry acknowledgement, the event reminder and the thank-you | An SMS provider, or Origamy managed SMS after business verification (KYC). |
What you need to do
Section titled “What you need to do”- Add your catering staff to the Events team and the owner to Owner. A task for an empty team reaches nobody.
- Publish the Catering enquiry form and add its link to your Instagram bio, menu and WhatsApp profile. Publish the Catering booked form and bookmark it for your team.
- When a customer confirms (and pays the deposit if you take one), a team member fills the Catering booked form. Until then the customer is a quote, and after three days the chase task is created.
- Connect an SMS provider or finish business verification, check the two segments, then switch the follow-ups on.
- Keep quotes and menus out of the texts. The playbook only reminds and thanks.
- Put the enquiry link everywhere customers already ask: your Instagram bio, a pinned WhatsApp message, the menu and your delivery packaging. The form asks the same few things every time, so you stop typing them out.
- Quote within the hour if you can. Most event customers contact two or three caterers and book the first one who sends a clear price. The two-hour call and four-hour escalation exist to protect that window.
- Ask for a deposit before you mark an event as booked. In Nigeria and many other markets a bank transfer deposit is the norm. The Catering booked form records whether it arrived, and the final-details call shows it to your team.
- Keep menus, prices and allergy details out of the SMS. Talk about them on the call and note the outcome on the task. Event customers share their date and venue with you, so keep access to the forms to people who need it.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
We do catering for weddings and parties. Make an enquiry form with the event date, number of guests, budget and location. When one comes in, give our events team a task to call within 2 hours, and escalate to me after 4 hours. If we quoted and they haven't booked after 3 days, create a task to chase. A second form lets staff mark an event as booked. Text booked customers 3 days before the event, and after it thank them with our review link.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template. It must never use: discount.