Make spaces and packages easy to find
Put your private-dining rooms, terraces and event spaces where guests already look, with clear capacities, packages and a way to enquire in a couple of taps — not a buried contact form.
Playbook
Win more private hire and events revenue.
Private hire and events are among the highest-value bookings a venue takes — a full space, a set menu, a committed party. Yet the enquiries that lead to them are usually the worst-handled: scattered across DMs, email and voicemail, answered slowly, and captured inconsistently. This playbook sets out how to turn that demand into confirmed, deposit-backed events, and where RAYN does the work for you.
The problem
The enquiry leaks before it becomes an event.
Most venues do not lose private-hire business on price. They lose it in the gap between an enquiry landing and a proposal going out — the gap where a competitor replies first.
- Enquiries are scatteredRequests arrive across Instagram DMs, email, the phone and the reservations inbox, with no single place to see them.
- Slow replies lose bookingsParty planners message several venues at once. The first structured, confident reply usually wins — and it is rarely the venue that answers a day later.
- The brief is never captured cleanlyDate, space, guest count, menu, minimum spend, deposit and occasion get half-noted across chats, so the follow-up is guesswork.
- Nothing is securedWithout a deposit, a "confirmed" event can quietly evaporate, and the space that could have been sold twice is held for one.
The playbook
Six steps from enquiry to confirmed event.
A repeatable process any team can run — so private hire stops depending on who happened to pick up the phone.
Respond fast, with structure
Answer quickly and guide the enquiry — date, space and party size first — so the guest gets a real reply within minutes and you get the details you need in one exchange.
Capture the full brief
Record space, covers, menu, any AV or layout needs, minimum spend and the occasion in one place, so the proposal writes itself and nothing is asked twice.
Secure it with a deposit
Turn a soft "yes" into a real commitment with a deposit or pre-payment link. A booking backed by money is a booking that shows up.
Hand a clean brief to the team
Pass the kitchen and floor a single, complete brief — covers, timings, menu, dietary notes and setup — so the event runs as sold and the guest feels looked after.
Follow up and measure conversion
Chase open enquiries, close the loop after the event, and track how many enquiries become bookings — so you know which spaces, packages and price points actually convert.
How RAYN helps
The playbook, built into the platform.
Each step above maps to something RAYN already does — so private hire runs as a process, not a scramble.
- Events & private hireMake spaces and packages discoverable and enquirable, with capacities, minimum spend and set menus presented properly. See events & private hire.
- Pre-arrival commerceSecure the event with deposits and pre-payment, and take pre-orders so revenue and prep are settled before anyone arrives. See pre-arrival commerce.
- WhatsApp ConciergeReply to enquiries fast and capture the brief in a structured conversation, so date, space and party size are logged the first time. See WhatsApp Concierge.
- Ask RAYNGive your team a plain-language view of open enquiries and what to prioritise, so the highest-value events get chased first. See Ask RAYN.
Where we operate
Built for premium hospitality across India, the United Kingdom and the Middle East.
India
WhatsApp-first hospitality — turn the conversation guests already start into a structured, intelligent booking.
United Kingdom
Private dining, London restaurants and hotel F&B — guests arrive with the table already agreed.
Middle East
Beach clubs, rooftops and hotel F&B — visual booking and deposits built for high-demand service.
Put it to work
Turn scattered enquiries into booked events.
A short walkthrough — we show you how RAYN captures private-hire demand, secures deposits and gives your team a clean brief, using your own spaces and packages.