Meetings and events sales automation
Group and event proposals out in 90 minutes instead of three days
Corporate event planners send the same request to six hotels and book the one that answers first with a clear price. This group’s sales teams took three days. We built a workflow that reads the RFP, checks space and room availability, prices against the revenue management rules, and drafts a proposal the sales manager can send after a short review.
- Client
- Upscale hotel group
- Region
- Singapore and Thailand
- Scale
- 9 properties, 2,100 employees
- Timeline
- 9 weeks, two properties first then the group
Representative engagement. Client details are anonymised and figures reflect typical outcomes from comparable deployments.
What the client got
0 min
Median RFP response time
Down from three working days across nine properties.
0%
Higher group conversion
Being first with a clear price wins planners who are comparing six hotels.
0.0x
RFPs handled per sales manager
The team answers every request instead of triaging which to ignore.
The bottlenecks
Bottleneck 1
RFPs arrived everywhere
Cvent, email, the website form and agency portals. Each property had its own inbox and its own way of logging them.
Bottleneck 2
Pricing needed four people
Meeting space from events, rooms from revenue management, F&B from the kitchen, AV from the vendor. Each was an email, and each took a day.
Bottleneck 3
Proposals were rebuilt from scratch
Every proposal was a new document. Standard clauses, images and menus were copied from the last one, errors included.
What we built
Step 1
RFP extraction
Requests from every channel are parsed by an LLM into a structured brief: dates, attendee count, room block, space requirements, F&B expectations, budget signals and decision date.
Step 2
Availability and pricing engine
The workflow checks function space and room inventory in the property systems, applies revenue management rules for the dates, and prices F&B and AV from current menus and vendor rate cards.
Step 3
Proposal generation
A branded proposal is assembled from approved content blocks with the specific pricing, floor plans and menus, and a cover note drafted in the sales manager’s voice.
Step 4
Follow-up and pipeline
Opened and unopened proposals trigger follow-ups timed to the planner’s decision date. Every RFP is logged in the CRM with win, loss and reason.
The automation workflow
RFP to proposal flow
From planner request to sent proposal
Questions clients ask about this engagement
Does the system commit inventory?
No. It checks availability and prices a proposal. Space is held only when the sales manager converts the proposal to a tentative booking.
How is pricing kept current?
Rules, menus and rate cards are read live from the property systems and a shared sheet revenue management owns. Nothing is hard-coded.
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