Sales & offers
Event inquiry qualifier
"Hi, we're still looking for somewhere for our Christmas party. Do you have capacity?" – No headcount, no date, no budget. And the December calendar is decided by emails exactly like this.
Inquiry qualifier
01Event inquiry qualifier
Today that means: write back, ask, wait – and while the ping-pong runs, the group books elsewhere. The event inquiry qualifier pulls those rounds forward: it asks for date, headcount, occasion, setting and budget at the right moment and delivers your team a complete brief instead of a two-liner. You see at a glance whether the date is free, which room fits and whether the inquiry pays off – and you reply with two concrete proposals instead of a first follow-up question. With weddings, company parties and groups it's exactly this pace that decides between a yes and "we've already found something".
For context: the qualifier is the counterpart to the reservation router – the router points guests the way BEFORE the inquiry, the qualifier prepares the event inquiry FOR your team. And it decides nothing on its own: no automatic prices, no automatic confirmations – room, menu and terms stay with your team.
02Demo
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.
03How it works
- 01
Understand your event inquiries
Wedding, company party, birthday, conference – which kinds come in, and what do you really need per kind for an assessment? Usually five must-haves: date, headcount, occasion, setting, budget. They're just never in the first email.
- 02
Shape the follow-up questions
Phrased the way guests speak – short, concrete, with choices instead of a free-text desert. Whoever doesn't have a firm date gives a window; whoever won't name a budget picks a range.
- 03
Set the brief format
How should the result arrive? A structured email to the event lead, an entry in your booking overview – the brief adapts to your process, not the other way round.
- 04
Build it in and wire it up
The qualifier becomes part of your website – ideally as the destination of the router's event track. Incomplete inquiries are completed politely rather than rejected.
- 05
Sharpen on real volume
After the first season it shows where prospects drop out and which question needs asking differently. Questions and brief get adjusted – until the event lead says: this we can work with.
04Stages
The entry point can do without AI – and already solves most of the problem.
Entry: the guided event form
Structured required fields (date, headcount, occasion, budget) plus a clean email brief to the event lead. Without AI – and the follow-up ping-pong disappears.
Extended: thinking follow-up questions
An AI spots gaps and special cases ("a ceremony at yours too?"), asks targeted follow-ups and pulls the brief together – including a hint on which room fits on the numbers.
Full build: connected
A check against the booking overview, handover to your system, prioritisation by size and date – the event inquiry becomes a continuous process.
05Technical implementation
- Front end: guided form or chat flow in your website – styled in the design of the house.
- 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-ups on gaps and condenses the details into an internal brief; it doesn't invent availabilities.
- Handover to suit your process: email to the event lead, Airtable, booking calendar or CRM.
- File attachments (e.g. the customer's run sheet) only with a storage and data-protection rule.
- Built in your website's 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.