Group and event enquiries: from contact to proposal
Organise dates, requirements, owners and versions without confusing an enquiry with a confirmed booking.
In this guide · 5 sections
An enquiry for twelve players may involve golf, accommodation, transport and a meal. The first objective is not to generate a proposal automatically. It is to understand the request, identify who can confirm each component and agree the next contact.
The workflow below follows a group enquiry from gathering requirements to preparing a proposal, and can be adapted to golf, resorts and hospitality.
An enquiry needs enough context
At first contact, collect the company or organiser, work contact, preferred dates and flexibility, approximate group size, requested services and language. Identify who decides and when they need an answer.
Gather specific requirements later: sporting needs, event configuration, accessibility, transport or dietary restrictions, where relevant. Avoid turning the initial conversation into a long form or collecting individual participant data before it is needed.
Assign an owner to each handover
| Status | Action | Evidence needed to move forward |
|---|---|---|
| Enquiry received | Classify and assign | Date, source and responsible person |
| Missing context | Ask only for what is missing | Updated list of outstanding information |
| Under review | Consult teams and suppliers | Confirmed availability and conditions |
| Proposal sent | Record version and validity | Approved document and next contact |
| Decision pending | Clarify changes | History and a new version where needed |
| Accepted or closed | Confirm with operations | Recorded acceptance or reason for closing |
A sent quotation is not a booking. Positive intent is not payment. Confirmation depends on the operator’s contractual criteria and systems.
Keep versions and changes clear
If a group grows from twelve to sixteen people, several components may change. Keep the original request, changes, approval owner and valid proposal. Agree a next contact date and a backup if the responsible team is away.
A photography, design or production supplier can use Bastidor to organise accepted client work: requests, jobs, tasks, deliverables and revisions, with one operator in a local Linux x64 installation.
Automate a handover only after understanding it
WhatsApp Agent can support initial questions and human handover. It does not independently confirm tee times, rooms or supplier availability. The team checks existing tools and authorises the answer.
A dedicated form, shared pipeline or website-to-CRM connection may become a Studio project. First assess the API, permissions, data model, duplicates, error handling and maintenance responsibilities.
Run a pilot with observable criteria
Choose one event type, one channel and one team. Rehearse incomplete enquiries, unavailable dates, group changes and declined proposals. Before operating, each handover needs an owner and a way to recover from failure.
Then track unassigned information gaps, time to proposal and enquiries returned for missing information. Compare the baseline with the observed period and record exceptions.
Explore the golf and resorts workflow and illustrative demo. To choose a first workflow, share the context with Makers. An initial assessment suggests a next step; technical discovery and development have their own scope.
