A wedding or corporate inquiry from the venue's website is checked against the calendar and room capacity. Free dates get a seven-day tentative hold, a CRM deal and a proposal PDF the coordinator sends within two hours, and unconfirmed holds are released on day seven.
Typical results
≈6 hrs/wk
Sales coordinator time on proposals saved
7 days
Tentative hold before an unconfirmed date is released
100%
Inquiries logged as deals in the CRM
Figures reflect typical results for this kind of automation.
The challenge
Inquiries for weddings and corporate events arrive through the website form, and each one needs a calendar check, a room that fits the guest count and a tailored proposal. The sales coordinator usually replies a day or two later, after the couple has toured another venue. Tentative holds are made by hand and forgotten, blocking dates that could sell.
Before and after
Hours from inquiry to proposal
−93%Coordinator hours per week on proposals
−75%Dates blocked by stale holds per quarter
−83%The automation
Each website inquiry is read for event type, date, guest count and budget, and the calendar is checked for a room with enough capacity. A free date gets a seven-day tentative hold, a CRM deal and a drafted proposal PDF with matching packages and the minimum spend, which the sales coordinator checks and sends in one click. A taken date gets the nearest open alternatives. Day five brings a reminder, and unconfirmed holds are released on day seven.
How it works
- 01
Inquiry arrives from the website
The form captures the event type, date, guest count and budget, and the automation picks it up within minutes.
- 02
Date and room checked
The venue calendar is checked for the requested date and for a room whose capacity fits the guest count.
- 03
Hold, deal and proposal draft
A free date gets a seven-day tentative hold and a CRM deal, and a proposal PDF is drafted with the matching packages and the minimum spend.
- 04
Checked and sent in one click
The sales coordinator reviews the draft and sends it with one click. If the date is taken, the draft offers the nearest open dates for a suitable room instead.
- 05
Reminder, then release
A reminder goes out on day five. On day seven an unconfirmed hold is released and the sales coordinator gets a note.
Starts from
- Website inquiry form
- Venue calendar and rooms
Delivers
- 7-day tentative hold
- Proposal PDF by email
- Deal opened in the CRM
The impact
Inquirers get a proposal in under two hours during opening hours instead of a day or more, often before they contact the next venue. The sales coordinator saves about 6 hours a week on proposals, and dates blocked by stale holds drop from about six a quarter to one, because every hold expires on schedule.
Questions about this automation
How does it know which room and package fit an inquiry?
Each room is set up with its seated and standing capacity, and each package with its event types, minimum spend and guest range. The automation picks rooms that fit the guest count and packages that match the event type, then fills the proposal template. Unusual requests, such as a full buyout, go to the sales coordinator to price.
Which calendar and CRM does it connect to?
It works with Google Calendar or Outlook calendars where each room has its own calendar, or with venue booking software that offers an API. Deals open in CRMs such as HubSpot, Pipedrive or monday, with the proposal attached. Make runs the steps, and proposals are built from a Google Docs template the venue already likes.
What happens when two inquiries ask for the same date?
The first complete inquiry gets the hold, and the calendar shows it as tentative straight away, so the second inquirer is offered the nearest open dates. If the first hold is released on day seven, the coordinator is told who else asked for that date. This is a multi-step build, usually rolled out in stages.