A date already on hold
She checks what exists on the date before answering, and tells the caller plainly that a hold is not a booking. Two clients on one date are handled by your priority rule, not by who called first.
Event venues and private dining
Two clients want the same Saturday, but one has only requested a tentative hold. Reception distinguishes an enquiry, a hold and a confirmed booking, including the room and capacity involved. Your venue manager retains the booking decision and can find the event’s coordination details.
$35 CAD / month · 50 Standard calls · 1 local number
When calls spikeDecemberWedding seasonCorporate conferences and after-work events
For the requests you receive
Several rooms, one event
Where you run more than one space, the enquiry is matched against real capacities and another room or another date can be offered. Event exclusivities you declared are respected.
The month after signing
Audiovisual, menu, setup plan, vendors: details scatter once the contract is signed. Every coordination call is attached to the event file instead of landing in voicemail.
Other requests you can delegate
A date enquiry
Event type, expected head count, room wanted, start and end times. She records what is asked for and what your setup actually allows, without turning a question into a booking.
A requested date with its actual booking status
The enquiry arrives qualified: date wanted, fallback date, head count, bar, audiovisual, setup window, and a flag that a competing hold sits on the 13th. The manager calls back, settles the standing hold, and sends a proposal on the date he can actually keep.
Read the full conversation
Tuesday, 3:05 p.m. A reception is under way in the main hall. A client calls about a December Saturday already held by another company.
ReceptionistChartrand Event Hall, good afternoon. Let me take your name, your organization and a callback number.
CallerMireille Langlois, for a corporate holiday dinner. We are aiming for Saturday December 13, around a hundred and twenty people.
ReceptionistSaturday the 13th is currently held by another client, and that hold has an expiry. I cannot confirm the date for you today. Would Friday the 12th, or the lower hall, also work?
CallerFriday the 12th could work. We would need a bar and audiovisual for a presentation.
ReceptionistRecorded: a hundred and twenty people, bar, audiovisual, setup from 3 p.m. Our manager will call you back with the exact capacity of each layout and the conditions. He is the one who makes a date firm, with the deposit.
What she does for your dates
The moves she makes on venue enquiries, from qualifying the request through to a verified hold, then what stays with your venue manager. Every line is a call that lands while a reception is under way in the room.
When a client asks about a date
She takes the name, organization and callback number, then the event type and expected head count.
A date rarely sells on its own; format and head count decide which room can genuinely work.
She matches the request against the real capacity you declared for each layout, rather than granting an exception on the phone.
A request beyond what you entered is passed along as an exception, not granted on the spot.
She records catering and vendor needs — caterer, bar, audiovisual — and your applicable conditions.
Those needs enter the same file as the date, so nothing scatters before the contract is signed.
She records the requested setup and teardown windows, alongside the event’s start and end time.
A room released too late for the next setup costs a second date; the window is qualified from the first call.
When a date is already on hold
She checks what is already held on the date before answering, and tells the caller plainly that a hold is not a booking.
Two clients on the same date are handled by your priority rule, not by who called first.
She offers another date or a fallback room when the first request cannot be held.
Where you run more than one space, the request gets matched against real capacities before an answer is given.
She respects event exclusivities you declared for a room or a date.
An exclusivity written in advance keeps a second client from being accepted by mistake on the same slot.
The qualified file, your manager who decides
She opens the event file with the real state of the enquiry — a hold, a signed agreement, a deposit due — as a field in its own right.
That field is what tells a date sold from a date lost; it stays explicit throughout.
She books the consultation in your calendar, with what is already held on the date attached to the file.
The contract, the accepted capacity and the move from a hold to a firm booking stay your venue manager’s decision.
She attaches post-signature coordination calls — audiovisual, menu, setup plan — to the event file.
Details stay in one place, instead of scattering between a voicemail box and several email threads.
Between holds, with Quotes and events
Options added separately, when they are useful to you.
- Add-on
She assembles the room, menu and equipment proposal from your approved rules, with every version dated and validated.
Quotes and events option: next steps are carried in the file, including a hold nearing its expiry. Quotes and events
- Add-on
She follows the deposit that turns a hold into a booking through to its real status, and stops the reminder once it lands.
Deposits and payments option: cancellation rules go to the person in charge, and follow-up does not outrun what is received. Deposits and payments
When a client writes, and if you already run an event calendar
- Channel
She continues by email the exchanges about the room, setup and vendors, without making a date firm over that channel.
Optional AI email inbox: making a date firm stays your manager’s decision, written or spoken.
- Software
With a qualified point-of-sale or events system, holds, contracts and deposits have to exist on the vendor side before access is established.
Access stays unknown until it has been qualified with that specific vendor. My software is not in the list
What she does not do on your dates
- She does not make a date firm. A hold and a booking are said differently, and it is your manager who turns one into the other.
- She announces no confirmation ahead of the agreement and the deposit you require.
- She does not sign a contract and negotiates neither a consumption minimum nor a package rate.
- She grants no capacity exception: the real capacity is the one you declared.
- She records allergies and constraints for the kitchen, without confirming that a dish is safe.
What you can ask her yourself
She answers from the files and calls you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich clients requested the same room on the same Saturday?
She retrieves enquiries and recorded statuses. A tentative hold remains distinct from a confirmed booking.
Which requests exceed a room’s declared capacity?
She retrieves requests flagged as exceptions. She does not grant them herself.
Which holds are nearing their expiry without an answer?
Add-onWith Quotes and events: stages and deadlines visible per file. Without the option, she tracks no proposal deadline.
What happens to the request
You declare your rooms and your conditions
Your spaces and their real capacity per layout, your setup and teardown windows, your required or permitted vendors, how long a hold lasts, the deposit you ask for, and who approves a contract.
She qualifies and checks
Name, organization and callback number. Then the format, the expected head count, the date and room wanted, catering and vendor needs, and the real state of the enquiry: a hold, a signed agreement, a deposit due.
Your manager decides
The enquiry arrives qualified in the app, together with what is already held on the date. A hold nearing its expiry is flagged, and both contract and deposit stay your decision.
What the Restaurants and events base covers
A receptionist who answers for you, in French and in English, qualifies the event enquiry and opens it as a file. No setup fee, and you keep your number.
- Calls answered in French and in English, following the caller
- Answers drawn from your hours, your access details and the conditions you approved
- Format, head count, rooms wanted and stated constraints identified on the call
- An event file opened and a consultation arranged in your calendar
- An alert to the venue manager for a private event enquiry, on your rule
- A written summary after every call, readable in the app, and the option to ask her what happened
She does not make a date firm. A hold and a booking are said differently, and it is your manager who turns one into the other.
Decisions that stay with you
- She announces no confirmation ahead of the agreement and the deposit you require.
- She does not sign a contract and negotiates neither a consumption minimum nor a package rate.
- She grants no capacity exception: the real capacity is the one you declared.
- She records allergies and constraints for the kitchen, without confirming that a dish is safe.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which clients requested the same room on the same Saturday?
She retrieves enquiries and recorded statuses. A tentative hold remains distinct from a confirmed booking.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Your email inbox
Keep room, setup and supplier emails with the event without making a date firm.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
This is a family of requirements, not a certified product. Holds, contracts and deposits all have to exist on the vendor side, and access stays unknown until it has been established with them.
A venue sells dates
That is its inventory, and it perishes. A date held as an option, with no decision and no deposit, blocks other sales for weeks. A date announced twice is worse still: it gets settled with a call nobody wants to make.
Enquiries come by phone because they are too specific for a form: real capacity per layout, setup and teardown windows, in-house catering or an outside vendor, liquor permit, audiovisual, parking. And they come in while a reception is running in the room.
Your receptionist qualifies the enquiry, checks what is already held on the date, and passes it on. The contract, the accepted capacity and the move from a hold to a firm booking stay your venue manager's call.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Restaurants & eventsTables, orders and events
Event venues and private dining — your questions
Can she block a date?
She records the enquiry and the real state of the date. Making a hold firm, granting an exclusivity or confirming a booking stays your venue manager's decision, with the agreement and the deposit you require.
What if two clients want the same Saturday?
She tells each of them what is true: the date is held, a hold has an expiry, and a booking needs an agreement and a deposit. She offers your fallback dates or rooms, and your manager settles it.
Does she know our room capacities?
She works from the real capacities you declared, layout by layout. A request beyond what you entered is passed along as an exception rather than granted on the phone.
What about coordination calls after signing?
They attach to the event file: audiovisual, menu, setup plan, vendors. Details stay in one place instead of scattering between a voicemail box and three email threads.
Does she track holds that are about to expire?
With Quotes and events, the record keeps its stages and deadlines visible, including a venue hold awaiting confirmation. Deposits and payments tracks the actual deposit. Your manager applies your rules to turn a hold into a firm booking; the receptionist does not assume that approval.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberEvent venues and private dining