A caterer could collect the date, guest count, confirmed venue and refrigeration arrangements. Customers would then select services without booking the municipal room through the caterer. An emailed summary would let them correct the information before a quote is prepared and report a later change of venue without starting the whole enquiry again.
An illustrative example to adapt to your business. It does not represent a completed project in this municipality.
Can the room’s availability appear on the site?
Only with a reliable source and appropriate authorization. Otherwise, link to the Municipality so customers can check their venue before confirming your catering service and delivery arrangements.
How should an undecided date be handled?
Offer a date-to-be-confirmed option and ask for the preferred timeframe. Keep those requests at the planning stage, with an agreed follow-up instead of an automatic reservation.