A booking looks straightforward. A field, a Saturday, a hundred and fifty guests. The trader arrives to find the only vehicle access is through a gateway too narrow for the truck, the pitch slopes, there is no power within eighty metres and generators are not allowed because of the ceremony.
Everything needed to prevent that was available at the enquiry, and nobody asked.
What to establish at enquiry
The exact location including a postcode or what three words, the vehicle access route and any width or height restrictions, whether the ground is hard standing or grass, whether it is level, the pitch size available, power availability and distance, whether generators are permitted, water access, trading hours including setup and breakdown, expected numbers and who is on site on the day.
Example conversations
These scripts use information a trader might publish. Your answers should come from your own pages.
Client: How much to have you at our wedding in July? Assistant: Pricing depends on numbers, hours and the site, and the booking page explains the packages and the minimum spend. Before anything else it helps to know the practical details. Could you give me the venue postcode, whether the truck can be driven to where it would serve, and whether there is a power supply nearby?
Client: There is no power but there is a field. Assistant: That is workable for many setups with a generator, and some venues do not allow them, particularly near a ceremony. The page explains what the truck needs and the generator arrangements. Could you check with the venue whether a generator is permitted and let me know the ground surface?
Client: It is a small corporate event, about sixty people over two hours. Assistant: The page explains the corporate packages, including the minimum spend, the service styles and how long service takes for that number. Could you tell me the address, the access arrangements and whether the truck would be inside a building or outside?
Access is the question that cancels bookings
Height restrictions, narrow gates, soft ground after rain and private roads. A truck that cannot reach the pitch cannot trade, and the trader carries the loss.
Ground conditions matter more in some months
A field in June and the same field in October are different propositions. Asking about hard standing, and being honest about what happens in wet weather, protects everyone.
Power and generators need settling early
Supply type, distance, whether a cable run is possible and whether generators are permitted. Venues frequently prohibit them and clients rarely know.
Establish who is in charge on the day
A named person with a phone number who can open a gate and point at the pitch. Without it, arrival is an hour of standing around.
Publish your minimum spend
Traders lose money on small bookings. Publishing a minimum, and packages above it, filters enquiries and starts the conversation honestly.
Licensing and insurance documents
Venues and organisers ask for them, so keeping them ready and mentioning you have them saves days of exchange.
Weddings need more care
They involve timings around a ceremony and a client with one chance to get it right, as covered in private hire enquiries for food trucks at weddings and parties.
Corporate and festival work differs again
It is covered in corporate and festival bookings for street food traders.
Careful capture applies to every event business
The approach appears in bridal and event bookings that need careful capture and an AI assistant for venue enquiries.
Getting started
Publish your requirements, packages and minimum spend, then capture site details at any hour. SpideyChat for hospitality answers from your published pages. Try SpideyChat on your own site, or read about capture on the features page.