VCMP Encore / PLANNING GUIDE

Restaurant group enquiries: from head-office sales to the venue

Build a clear handover for group dining and corporate-event enquiries. Evaluate Encore around ownership, venue alternatives, confirmation and the service run sheet.

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Start with the business need.

A central sales team may receive the enquiry while a venue delivers the event. The useful record is not just a message history: it must tell the next person what has been agreed, what is provisional and who will act. Establish those responsibilities before configuring software. Encore is the relevant VCMP product for enquiry organisation, a venue diary and the operational run sheet.

A practical evaluation, step by step.

Qualify once

Record the occasion, requested date, attendance, preferred location and organiser's requirements. Identify the person responsible for the next response.

Offer an alternative deliberately

If the requested venue cannot host the occasion, record which alternative was discussed. Ask how the proposed setup keeps ownership clear across venues.

Confirm the handover

The venue should receive the latest agreed timings, area, guest count and notes. Separate unapproved requests from confirmed arrangements.

Test the final change

Change the headcount after handover. Ask the sales and floor teams to find the same current details and identify who tells the organiser.

Bring a realistic example.

Illustrative scenario: a corporate organiser requests 30 places at venue A, accepts venue B, then changes the arrival time. The demo should show one agreed booking and a usable service handover, without staff having to reconstruct the decision from separate emails.

What to confirm before committing.

Use a named owner and a next action for each test enquiry.
Confirm whether reminders, routing and reporting are manual or automated in the proposed setup.
Agree what the central team and each venue can view or change.
Check deposits and cancellation requirements against the actual payment workflow.

How does Encore fit a restaurant group's central sales team?

Encore provides enquiry, booking, diary and run-sheet workflows. A restaurant group should demonstrate ownership, venue handover and access in its proposed configuration. Confirm any automatic enquiry distribution, shared reporting or CRM connection separately.

Relevant products and the next step

VCMP Encore

Venue enquiries, booking diary, area allocation and daily run sheets.

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Solo by VCMP

Business websites, appointments and customer administration for service businesses.