Booking a private truffle hunt for hotel guests: from enquiry to confirmation

Choosing who moves the booking forward

A hotel may request a proposal for guests or pass on a traveller’s enquiry for them to decide themselves. State this role in the first message, with the quotation recipient, the person or organisation to invoice and a reachable contact. One contact gathers replies so reception, guest and House work from the same enquiry.

A calendar date starts an enquiry, not a reservation of places or exclusivity. If the guest wants to be hosted only with their own group, write ‘private session requested’ in the brief. The enquiry remains provisional until the proposal is accepted and the appointment confirmed.

The brief to send to the House

Fill in the details that affect the visit. Leave unknown information to be confirmed. The quotation does not require every traveller’s name or a medical file; describe the practical need and questions to resolve.

1. Preferred date, alternative date and any fixed deadline, such as a train departure.
2. Total headcount including adults and children, up to 40 people; children’s ages relevant to the visit.
3. Private session or shared places requested; required spoken language and any accompanying interpreter.
4. Planned transport, drop-off or parking questions and mobility needs.
5. Tasting questions and dietary requirements to confirm.
6. Coordinating contact, quotation recipient, person accepting the proposal and invoice recipient.

An enquiry message to adapt

Template, not an assumed booking: ‘We would like a quotation for [headcount, children included]. Private session requested for a three-hour workshop with the dogs and a tasting. Preferred date: [date]; alternative: [date]. Requested spoken language: [language], to be confirmed. Planned transport: [mode]. Questions to review: [access, timing, tasting]. [Contact] coordinates the enquiry; [recipient] will receive the quotation and [person or organisation] would be invoiced. Please confirm the possible programme, total including tax and terms.’

Checking the proposal against the brief

Read the quotation alongside your enquiry. The individual reference price is €99 including tax; your discounted group price is set by quotation. The guest accepts that total and the accompanying terms. Missing information needs an answer, not an assumption by the hotel.

1. Confirmed private format, date, time, three-hour duration and agreed headcount.
2. Spoken language and interpreting arrangements when needed.
3. Tasting contents and responses to the stated access needs.
4. Total including tax, payment, any deposit and change or cancellation terms.
5. Cancellation in rain, rescheduling arrangements and seasonal conditions; no guaranteed harvest.

Acceptance, then confirmation for the traveller

After the quotation is accepted, wait for the House’s confirmation before travel. Visits in Suze-la-Rousse are by appointment only; the precise meeting point is shared individually after confirmation. Send it only to the relevant travellers and accompanying staff in their private message, with the confirmed time and useful contact.

Keep the accepted quotation and latest confirmation together. If headcount, language or timing changes, have the change approved before sending an updated guest brief. The international visitor guide provides a message template to fill with these confirmed details.