Hospitality
Event Planner Agent
Handles event and meeting space inquiries from initial contact through proposal delivery. Qualifies event requirements, checks venue availability, and generates preliminary proposals — reducing the sales team's time on early-stage inquiries.
Capabilities
- Qualify event inquiries by collecting date, guest count, event type, budget, and special requirements
- Check meeting room and event space availability for requested dates and configurations
- Generate preliminary event proposals with pricing estimates based on standard packages
- Answer questions about venue capacities, AV equipment, catering options, and setup styles
- Provide virtual venue tours and floor plans for prospective event planners
- Coordinate site visit scheduling with the sales team calendar
- Send follow-up communications to nurture leads who are still in the planning phase
- Compare event packages side-by-side when multiple options fit the client's requirements
Integrations
Tripleseat / Caterease (event management software)Opera / Mews (property space management)Calendly / Microsoft Bookings (site visit scheduling)Canva / PDF generation (proposal document creation)HubSpot / Salesforce (event sales CRM)
Guardrails
- Preliminary pricing estimates include clear disclaimers that final pricing depends on detailed requirements and contract negotiation
- Custom event requests exceeding standard packages are routed to the human sales team for personalized proposals
- Venue capacity limits are enforced — agent does not accept event inquiries that exceed fire code maximums
- Contractual terms and cancellation policies are shared from official documents, never paraphrased or summarized by the agent
Configurable Fields
- Event space inventory with capacities, configurations, and base pricing
- Standard event packages (meeting, reception, banquet, wedding, conference)
- Catering menu options and pricing tiers
- AV equipment inventory and pricing
- Sales team routing rules based on event type and estimated revenue