Sales & quotes
Event inquiry qualifier
"Hi, we're still looking for somewhere for our Christmas party. Have you got space?" – No numbers, no date, no budget. And emails like this decide how your December fills up.
You'll get …
- 1
A complete event inquiry, not a two-liner
Date, numbers, occasion, setting and budget are covered before the inquiry reaches you.
- 2
No more back-and-forth
You reply with specific proposals instead of a first follow-up question.
- 3
Everything where you work
The prepared inquiry arrives as an email to your events manager or in your room booking overview.
01Intro
Right now that means replying, asking, waiting – and while the emails go back and forth, the group books somewhere else. The event inquiry qualifier brings those rounds forward: it asks for the date, numbers, occasion, setting and budget at the right moment and gives your team a complete inquiry instead of a two-liner. You can see at a glance whether the date is free, which room fits and whether the booking is worth it – and you reply with two specific proposals instead of a first follow-up question.
For context: the qualifier is the counterpart to the reservation router – the router shows guests the way BEFORE the inquiry, the qualifier prepares the event inquiry FOR your team. And it never decides anything on its own: no automatic prices, no automatic confirmations – room, menu and terms remain up to your team.
02How it works
- 01
Understand your event inquiries
Wedding, office party, birthday, conference – what kinds come in, and what do you need for each to assess it? Usually five essentials: date, numbers, occasion, setting, budget. They're just never in the first email.
- 02
Design the follow-up questions
Worded the way guests talk – short, specific, with options to choose from instead of empty text boxes. Anyone without a fixed date can give a time frame; anyone who won't name a budget can pick a range.
- 03
Define the inquiry brief
How should the result arrive? A structured email to your events manager, an entry in your room booking overview – the inquiry brief fits your process, not the other way round.
- 04
Build it in and connect it
The qualifier becomes part of your website – ideally as the destination of the router's events path. Incomplete inquiries are politely completed rather than turned away.
- 05
Refine with real inquiries
After the first season you can see where prospects drop out and which question needs asking differently. We adjust the questions and the inquiry brief – until your events manager says: we can work with this.
03Stages
The entry level can work without AI – and still solves most of the problem.
Starter: the guided event form
Structured required fields (date, numbers, occasion, budget), and the complete inquiry goes to your events manager by email. No AI involved – and the back-and-forth disappears.
Next step: smarter follow-up questions
An AI spots gaps and special cases ("the ceremony at yours as well?"), asks targeted follow-up questions and pulls everything together into an inquiry brief – including a note on which room fits the numbers.
Full build: connected
A check against your room booking overview, handover to your system, prioritisation by size and date – the event inquiry becomes one continuous process.
04Try it yourself
Three event inquiries as they arrive daily. On the left the original – on the right what your team gets instead, after the qualifier has asked for date, headcount, occasion and budget.
This is where the processed inquiry lands.
05Technical implementation
- Front end: guided form or chat flow on your website – in your venue's own design.
- Tier 1 is pure form logic with required fields and a clean email summary – reliable even in the December rush.
- From Tier 2, a language model asks follow-up questions where there are gaps and condenses the details into the inquiry brief; it never makes up availability.
- Handover to suit your process: email to your events manager, Airtable, booking calendar or CRM.
- File attachments (e.g. the customer's running order) only with rules for storage and data protection.
- Built on your website's existing stack; Tier 2 adds a small back end.
for context · This shows how something like this usually gets built – not how it has to be built for you. What actually fits is worked out in the project: around your existing setup, your team, and what stays easy to maintain.