Private Dining Enquiry Software
Capture every private dining and group-booking enquiry, qualify it the moment it arrives — group size, date, occasion, budget signals and contact — then manage follow-ups until the event is confirmed. HospitalityTechAI works alongside your existing reservation and POS tools, not in place of them.
Private dining enquiry software captures group and event enquiries from your website and chat, qualifies each one — group size, date, occasion, budget signals and contact — and manages follow-ups until the booking is confirmed. It helps restaurants, bars and venues with private dining rooms or event spaces convert more leads, chase fewer cold enquiries and keep every request organised — alongside your existing reservation tools.
Built by a product studio
One organised pipeline for every event lead.
Part of HexaTech, HospitalityTechAI brings AI enquiry capture, a guest CRM and follow-up management into one workspace — designed to sit alongside the reservation and POS tools you already run.
- Never miss a private dining or group enquiry
- Qualified instantly — size, date, occasion, budget, contact
- Structured follow-ups until the event is confirmed
- UK GDPR-aware enquiry data you control
What you can do
Capture, qualify and convert private dining enquiries.
AI Guest Host — the front door for leads
Answers private dining and group enquiries 24/7 across web chat and WhatsApp, and qualifies intent — group size, date, occasion, budget signals and contact — so a late-night celebration enquiry is captured and structured instead of sitting in an inbox until morning.
Reservation Engine — from lead to held table
Availability checks for larger parties and private rooms, smart suggestions for the right space, and turning an agreed enquiry into a confirmed reservation — framed around group capacity and event dates, not everyday two-covers.
Guest CRM — the record behind every enquiry
Every enquiry becomes a profile with occasion, party details, preferences, dietary notes and follow-up history — so the events team picks up any thread without losing context, and repeat organisers are recognised.
Follow-up & pipeline continuity
Automated acknowledgements, reminders to chase warm leads and clear status on each enquiry can help convert more events — so nothing stalls between the first message and a confirmed booking.
Deposits & confirmation
Deposit and confirmation details can be captured and tracked against each enquiry so nothing is agreed twice or forgotten, keeping your team clear on what is settled and what is still open.
Service Flow + Analytics
Team task rhythm keeps every open enquiry actioned, while Analytics surfaces enquiry volume, conversion signals and revenue from events — all working alongside your current tools.
How it works
From enquiry to a confirmed event.
Qualify the enquiry
The AI Guest Host replies instantly and captures the essentials — group size, date, occasion, budget signals and contact — day or night.
Match space & quote
The Reservation Engine checks availability for the right private room or larger party and helps your events team shape the space and quote.
Manage follow-ups
Automated acknowledgements and reminders keep warm leads moving, with the Guest CRM holding every thread and status in one place.
Confirm the reservation
Deposit and confirmation details are tracked against the enquiry, and the agreed event turns into a confirmed reservation.
Is it the right fit?
Where this private dining enquiry software fits.
| Best fit for | Restaurants, bars and venues with a private dining room or events space that want to capture group and event enquiries, qualify each request (size, date, occasion, budget, contact) and manage follow-ups through to confirmed reservations. |
|---|---|
| Not ideal for | Venues with no private dining or group offer, businesses needing a full hotel PMS or events-CRM replacement, or teams wanting only an everyday two-cover booking widget (see the restaurant booking system instead). |
| Key features | AI Guest Host (24/7 enquiry capture + qualification), Reservation Engine (group availability + confirmations), Guest CRM (enquiry profiles + follow-up history), Loyalty (repeat organisers + campaigns), Service Flow, Analytics — working alongside your current tools. |
| Next step | Book a demo — or start with the AI Guest Host to capture enquiries first, then add follow-up and CRM. |
Who it's for
Built for how event enquiries actually arrive.
Private dining rooms
Capture and qualify enquiries for your dedicated room, then manage follow-ups through to a confirmed booking.
Restaurants with an events space
Handle larger parties and event dates alongside everyday service, without letting leads slip through the inbox.
Group set-menu bookings
Take group enquiries with occasion and party details attached, so the right menu and space are matched quickly.
Celebrations & corporate dinners
Structure celebration and corporate enquiries with budget signals and contact, ready for the events team to close.
Turn your next enquiry into a confirmed event.
FAQ
Questions, answered.
What is private dining enquiry software?
Private dining enquiry software captures group and event enquiries from your website and chat, qualifies each one — group size, date, occasion, budget signals and contact — and helps your team manage follow-ups until the booking is confirmed. HospitalityTechAI adds an AI Guest Host and a Guest CRM so enquiries are answered 24/7 and every request stays organised in one pipeline.
Who is it for?
It suits restaurants, bars and venues with a private dining room, a group set-menu offer or an events space — anywhere celebrations, corporate dinners and larger parties come in as enquiries rather than instant online bookings. If your team currently fields these by email and misses some, this is built for you.
Does it replace my existing reservation or POS tools?
No. HospitalityTechAI is designed to work alongside your current reservation system and POS rather than replace them. It adds an AI enquiry layer, a guest CRM and follow-up management on top of what you already run, so you keep your existing setup while capturing and converting more event leads.
How much does it cost, and can I see it first?
Pricing depends on your venue size and which modules you use, so the best starting point is a live walkthrough. You can book a demo or message us on WhatsApp and we'll tailor a plan to your private dining and events volume.
What does it integrate with?
It is built to sit alongside common reservation and POS tools and your website, so event enquiries from different channels land in one organised pipeline. Tell us your current stack during the demo and we'll confirm how the AI Guest Host, Reservation Engine and Guest CRM fit around it.
How long does setup take?
Most teams start with the AI Guest Host to begin capturing and qualifying enquiries quickly, then add follow-up workflows and the Guest CRM over time. Setup time varies with how many channels and how much enquiry history you want to bring across; we scope this with you in the demo.
Can it handle enquiries after hours?
Yes. The AI Guest Host answers private dining and group enquiries 24/7 across web chat and WhatsApp, qualifies intent such as party size, date and occasion, and logs the lead even when your events team is closed — so an out-of-hours celebration enquiry is captured instead of going cold.
How is guest and enquiry data handled under UK GDPR?
Enquiry details, contact information and preferences are stored to manage the booking and any follow-up, and the platform is built with UK data-protection expectations in mind. During onboarding we walk through how enquiry data is captured, stored and used so you can meet your obligations to guests and organisers.
Can it capture deposits for private dining bookings?
Deposit and confirmation details can be tracked against each enquiry so your team knows what has been agreed and what is still outstanding, and nothing is confirmed twice or forgotten. We'll confirm exactly how this fits your current payment and deposit process during the demo.
What happens if two enquiries want the same date or room?
Because availability for your private rooms and larger parties runs through the Reservation Engine, your team can see conflicts before confirming, and the Guest CRM keeps each enquiry's status clear so warm leads aren't double-booked. When two requests compete for the same slot, you can prioritise and follow up on the alternative rather than losing both.