Customer story
Turning festival season into qualified event enquiries
The Grand Regent runs the banquet advisor and festival campaigns, so event enquiries reach the team already qualified instead of as a single line.
- Hotel
- The Grand Regent
- Focus
- Banquets and events
- Runs
- Banquet advisor, festival campaigns, follow ups
- Channel
The Grand Regent
Real hotel, runs Innkraft
The hotel
Event enquiries arrived as one line
The Grand Regent is a hotel where banquets and events matter as much as rooms. Weddings, corporate meetings and festival gatherings all arrive as enquiries on WhatsApp, usually in a hurry and usually in a single line.
Event enquiries are different from room enquiries. The right answer depends on the type of event, the number of guests, the seating style and the hall, so a generic reply loses the guest to whoever asks the better questions first.
Before and after
What changed day to day
First reply
BeforeThe team asks for date and guest count by hand.
NowThe advisor asks the right questions for the type of event.
Choosing a hall
BeforeSomeone reads through hall details and suggests one.
NowOne hall is recommended with reasons, plus up to two alternatives.
What the team receives
BeforeA thread of short messages to piece together.
NowA single event brief with the details already organised.
A guest who goes quiet
BeforeForgotten unless someone remembers.
NowOne polite follow up for an unfinished event draft.
What was switched on
The pieces that did the work
Each one is a feature any hotel can switch on, set up around the hotel's own facts.
- 1
Banquet advisor
The agent asks about the event, then recommends one hall with reasons and up to two alternatives, using the hotel's own hall details.
- 2
A festival campaign
A Sivarathiri WhatsApp offer to the hotel's own guests, with every reply answered by the agent.
- 3
Follow ups for unfinished drafts
A guest who started describing an event and went quiet gets one polite check in.
In practice
Three moments, in conversation
Sample conversations. For real guests the agent uses the hotel's own facts and tone.
Qualifying a corporate event
Corporate events are also asked about seating style and audio visual needs. Weddings are not, so no guest is asked a question that does not apply.
We need a hall for a company meeting.
Happy to help. About how many people, and what date are you considering?
Around 50 people, classroom style.
Here is the hall that suits a 50 person classroom setup, and why. I can show two alternatives too.
For the team
What the team does differently
From chasing to quoting
The team starts from a complete brief, so time goes to the quote and the site visit.
Seeing every draft
Qualified and unfinished event enquiries are visible in the dashboard.
Stepping in when it matters
A team member can take over any chat, and the AI stays silent while they reply.
The team still handles
- Site visits
- Quotes and negotiation
- Closing the booking
Questions
About this setup
Does the advisor use the hotel's own hall details?
Yes. Recommendations come from the hall details the hotel has entered, such as capacity by seating style and the kind of events each hall suits. If a detail is missing, the hall is not wrongly rejected.
Does every event get the same questions?
No. The questions depend on the event. A corporate event is asked about seating and audio visual needs. A wedding is not.
What does the team receive?
An event brief with the guest's details, the event type, the numbers and the chosen hall, ready for a quote.
What is next
Using the same advisor for other festival and wedding seasons.
See the full setup: Banquets and eventsFeatures used
