Venue Reservations

Event and special occasion booking system (partially implemented)

The Venue Reservations service manages bookings for special events, celebrations, and large gatherings at Picantería Lurwis. The system is handled by the Agente Reservas Local (Venue Reservations Agent), also known as “Wilson - Eventos”.

Implementation Status: This service is NOT FUNCTIONAL. The AI agent exists in the workflow configuration but has no tools, no database logic, no human handoff mechanism, and no booking capability. The agent framework is a placeholder for future implementation. Do not enable this service in production.

How It Works

When the Clasificador agent detects venue reservation intent (mentions of events, large parties, or venue rental), it routes to the Agente Reservas Local.

1. Intent Classification

   Messages are classified as RESERVAS_LOCAL when customers mention:

   • “Quiero alquilar el local”
   • “Evento corporativo”
   • “Cumpleaños con 30 personas”
   • “Reserva para boda”
2. Event Discovery

   Wilson gathers essential event information:

   • Type of event (birthday, corporate, wedding, etc.)
   • Estimated guest count
   • Preferred date(s)
   • Special services needed (music, custom menu, decorations)
3. Venue Consultation

   The agent explains:

   • Venue capacity and layout
   • Available amenities
   • Catering options
   • Pricing structure (if available)
4. Human Handoff

   ⚠️ Pending Implementation

   Planned tool: add_human_service

   • Escalates to human coordinator
   • Sends detailed event brief
   • Coordinator follows up with formal quote

Agent Capabilities

Wilson - Eventos is designed as an event coordinator with the following objectives:

• Event Type Identification: Birthday, corporate, wedding, family reunion
• Capacity Planning: Gather estimated guest count
• Service Customization: Identify special requirements (music, menu, decorations)
• Venue Presentation: Highlight venue advantages and amenities
• Handoff Preparation: Collect all details for human coordinator follow-up

Agent Personality

{
  "name": "Wilson - Eventos",
  "identity": "Coordinador de eventos de la PICANTERÍA LURWIS",
  "mission": "Ayudo a organizar momentos inolvidables en nuestro local",
  "expertise": "Alquiler de local, catering para eventos, cumpleaños y reuniones corporativas",
  "tone": "Entusiasta, profesional, detallado"
}

Current Workflow (As-Is)

Sample Event Booking Conversation

Customer: Quiero celebrar un cumpleaños en su local

Wilson: ¡Qué buena noticia! 🎉 Nuestro local es perfecto para celebraciones. Cuéntame, ¿para cuántas personas aproximadamente y para qué fecha?

Customer: Unos 40 invitados, para el 15 de marzo

Wilson: Excelente! Tenemos capacidad para ese número de personas cómodamente.

¿Qué tipo de celebración es? ¿Cumpleaños de adulto, niños, o alguna ocasión especial?

Customer: Cumpleaños de adulto, queremos música en vivo y un menú especial

Wilson: ¡Perfecto! Podemos ayudarte con: 🎵 Música en vivo 🦐 Menú especial de mariscos y platos criollos 🎊 Decoración del espacio

⚠️ Current behavior: The agent acknowledges the requirements but cannot yet escalate to human coordinator or provide formal quote.

Expected future response: “Perfecto! He registrado todos los detalles de tu evento. Un coordinador de nuestro equipo se comunicará contigo dentro de las próximas 24 horas para enviarte un presupuesto personalizado y confirmar la disponibilidad del 15 de marzo.

¿Hay algo más que debería informar al coordinador?”

Event Types Supported

The system is designed to handle:

Birthday Celebrations

• Adult birthdays
• Children’s parties
• Milestone celebrations (quinceañeras, anniversaries)
• Custom menu options
• Entertainment arrangements

Corporate Events

• Team building dinners
• Business meetings with catering
• Client appreciation events
• Year-end celebrations
• Product launches

Weddings & Engagement

• Wedding receptions
• Engagement parties
• Rehearsal dinners
• Full venue rental
• Custom seafood menus

Family Gatherings

• Family reunions
• Graduation celebrations
• Holiday parties
• Casual large group dining (13+ people)

Planned Database Integration

The system is designed to use MongoDB for event management:

Collection: reservas_eventos

Pending creation - Expected schema:

{
  evento_id: ObjectId,
  telefono: String,
  cliente_nombre: String,
  tipo_evento: String, // 'cumpleaños', 'corporativo', 'boda', 'familiar'
  fecha_tentativa: ISODate,
  num_invitados: Number,
  servicios_requeridos: {
    musica: Boolean,
    menu_especial: Boolean,
    decoracion: Boolean,
    otros: String
  },
  estado: String, // 'consulta', 'cotizando', 'confirmado', 'cancelado'
  presupuesto_estimado: Number,
  coordinador_asignado: String,
  notas: String,
  created_at: ISODate,
  updated_at: ISODate,
  historial_comunicacion: [{
    fecha: ISODate,
    mensaje: String,
    autor: String
  }]
}

Planned Tools

add_human_service (Not Yet Implemented)

Purpose: Escalate event booking to human coordinator for quote and confirmation

Expected Parameters:

• cliente_nombre: Customer name
• telefono: Contact phone
• tipo_evento: Event type
• fecha_tentativa: Preferred date
• num_invitados: Guest count
• servicios_especiales: Array of special services needed
• notas_adicionales: Any other relevant details

Expected Behavior:

1. Creates document in reservas_eventos collection
2. Sets estado: 'cotizando'
3. Triggers notification to human coordinator (via email/Slack/etc.)
4. Returns confirmation message to customer

Expected Response to Customer:

Perfecto! He enviado tu solicitud a nuestro coordinador de eventos.

Recibirás una llamada o mensaje dentro de las próximas 24 horas con:
✅ Confirmación de disponibilidad para [fecha]
✅ Presupuesto detallado
✅ Opciones de menú
✅ Servicios adicionales

Referencia: #EVT[evento_id]

Business Rules

Guest Count Thresholds

• 2-12 guests: Regular table reservation → Table Reservations
• 13-99 guests: Venue partial reservation (this service)
• 100+ guests: Full venue rental with extended planning

The agent should automatically detect guest count and recommend the appropriate service level. Large events (50+) may require deposits and longer planning timelines.

Lead Time Requirements

⚠️ Not yet implemented

Recommended policies:

• Small events (13-30): Minimum 7 days notice
• Medium events (31-60): Minimum 14 days notice
• Large events (61+): Minimum 30 days notice
• Weddings: Minimum 60 days notice

Pricing Structure

⚠️ Not yet configured

Planned pricing factors:

• Base venue rental fee
• Per-person food & beverage minimum
• Additional services (music, decorations)
• Day of week (weekend premium)
• Duration of event

Technical Details

Agent Model: Google Gemini (standard model for conversational gathering) Memory: MongoDB collection historial_eventos (15 message context window) Database: MongoDB (planned collection reservas_eventos - not yet created) Tools: One planned tool add_human_service - not yet implemented

System Configuration

From the workflow JSON:

{
  "name": "Agente Reservas Local",
  "type": "@n8n/n8n-nodes-langchain.agent",
  "position": [4512, 1168],
  "tools": ["mensaje", "add_human_service"],
  "memory": "historial_eventos"
}

Implementation Notes

From the workflow sticky notes:

NOTA 6.1: “Este agente se ocupa netamente de las reservas al local. Aún no está en uso (falta lógica) y creación de collections en mongoDB.”

What’s Missing

To make this service fully functional, the following must be completed:

1. MongoDB Collection: Create reservas_eventos collection with schema
2. Human Handoff Tool: Implement add_human_service for coordinator escalation
3. Notification System: Alert human coordinators of new event inquiries
4. Quote System: Process for generating and sending formal quotes
5. Payment Integration: Deposit and payment processing for confirmed events
6. CRM Integration: Track event status and coordinator assignments

Recommended Implementation Order

1. Database Setup

   Create MongoDB collection reservas_eventos with:

   • Proper indexes on fecha_tentativa and estado
   • Text index on notas for searchability
   • Reference to customer phone for lookup
2. Human Handoff Tool

   Build add_human_service tool:

   • Validate event details
   • Create event inquiry document
   • Trigger coordinator notification (email/Slack/SMS)
   • Return confirmation to customer
3. Coordinator Dashboard

   Build interface for coordinators to:

   • View pending event inquiries
   • Update event status
   • Generate quotes
   • Communicate with customers
4. Follow-up Automation

   Implement automated follow-up:

   • Reminder if coordinator hasn’t responded in 24h
   • Customer check-in if no response in 48h
   • Status update notifications

Venue Information to Share

Wilson should be equipped to share:

Capacity & Layout

• Total capacity: [TBD] guests
• Indoor seating: [TBD]
• Outdoor seating (if available): [TBD]
• Private area options
• Accessibility features

Available Amenities

• Sound system
• Microphone availability
• Projector/screen (for corporate events)
• Parking information
• Kitchen facilities for custom catering

Catering Options

• Seafood specialties (ceviches, chicharrones)
• Custom menu design
• Dietary accommodation (vegetarian, allergies)
• Beverage packages
• Dessert options

Additional Services

• Decoration coordination
• Live music arrangements
• Photography recommendations
• Event planning assistance
• Setup and cleanup

Future Enhancements

Once the base system is implemented:

• Virtual Tours: Share venue photos/videos via WhatsApp
• Menu Previews: Send sample menus based on event type
• Calendar Integration: Real-time availability checking
• Contract Management: Digital contract signing
• Deposit Processing: Automated payment collection
• Post-Event Follow-up: Feedback collection and reviews

Integration with Other Services

From Table Reservations

If a customer books a table for 13+ people via Table Reservations, that agent should:

1. Detect oversized party
2. Suggest venue reservation instead
3. Transfer conversation context to this agent

From Order System

If a customer mentions “catering for an event” while ordering, the Order System agent should:

1. Recognize event catering intent
2. Suggest venue reservation service
3. Provide handoff instructions

See Also

• Procesador Workflow - Agent routing and classification
• Table Reservations - For smaller groups (2-12)
• MongoDB Integration - Database setup and configuration
• General Inquiries - Basic business information