For event venues · wedding venues · conference centres · party halls

RFP to booking. Plus multi-vendor on event day.

Vocito's AI does 24/7 RFP intake (request for proposal), schedules tour bookings in your calendar and coordinates on event day between client + caterer + DJ + AV supplier + decor. From €299/mo.

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RFP engine Live in 8 minutes Multi-vendor coordination

What Vocito does for you

Event venue = RFP funnel + tour + long sales cycle + multi-vendor.

Per booking: 6-12 month sales cycle, 5+ vendors on event day, contracts in 5-fold. PM-heavy work. Vocito orchestrates all.

When	Now — manual	With Vocito
RFP request	Email/web form, sales team responds 2-3 days	AI confirms + starts RFP flow within 30 min
Tour scheduling	Email back-and-forth for slot	AI offers 3 slots, client picks, calendar filled
After tour	Sales process 3-6 mo, contact lost	Auto follow-up series: testimonials, comparisons, availability
Contract	Back-and-forth for vendors, endless emails	Auto intake for caterer/DJ/AV choice with approved list
Event day	Coordinator stress: 5 vendors, client-bridal couple	AI dispatches all vendors, alerts only on issues
Post-event	Client disappears after thanks	Auto follow-up: review request + year anniversary offer

How it works

Three features that take event venues from RFP to revenue.

RFP intake + auto quote

AI asks: type of event (wedding, conference, gala, private), number of guests, desired date, budget range, must-haves (catering included, AV, parking). Generates quote from your hall packages (€X/person excl. catering, €Y all-in) + availability check. For RFPs that don't fit: polite decline.

Tour booking + multi-touch nurture

Tour request = AI offers 3 slots from your calendar. Tour held = auto follow-up series: day 3 ("questions?"), day 7 (testimonial video), day 14 ("alternative dates available"). For long sales cycles (6-12 mo): monthly nurture with seasonal themes + comparisons.

Multi-vendor coordination on event day

Beforehand: AI collects info per vendor (caterer: number, dietary, set-up time; DJ: music preferences, set-up time; AV: tech spec). Event day: auto call sheet for every vendor, real-time coordination via WhatsApp. Issues escalate directly to coordinator. Saves 6-8 hours PM time per event.

Real numbers

"RFPs kept coming in via Booking platforms, but we couldn't respond fast enough. With Vocito: 30 min response time instead of 3 days. RFP conversion from 14% to 38%. Plus: event day coordination automatic — our coordinator now manages 2x as many events."

Manager · Wedding venue, Utrecht (NL, 120 events/year)

+171%

RFP conversion

2×

events per coordinator

Frequently asked

What event venues ask before they start

Does this work with my event software (Cvent, Tripleseat, Tripleseat Banquet)?

Yes. Native integrations with Cvent, Tripleseat, Banquet. For others: CSV + webhooks. Event data, client data, vendor contacts: bi-directional.

How can AI keep 6-12 month sales cycle warm?

Per lead in pipeline: monthly touches with content mix: testimonials, real-event photos, seasonal themes (spring weddings), availability alerts ("popular date X comes free"). No cold follow-ups — context-rich and relevant.

What about preferred-vendor lists?

Per type of vendor (caterer, DJ, photographer, decor, AV) an approved list with partner rates. Client picks from this list (or brings their own, if we agree). AI facilitates intake between client and vendor. Commission from partners is configurable.

How does event-day coordination work technically?

Before event: file with all vendors + timeline + dietary info + technical specs. Event day: AI has WhatsApp group with all vendors + your coordinator. AI checks every phase (set-up, ceremony, dinner, dance), escalates issues. Coordinator free for client contact.

How much can I save per event?

Per event typically 8-12 hours PM time (intake, follow-up, vendor coordination). At €40-60/hr coordinator wage: €320-720 saved per event. For venue with 100+ events/year: €32-72k saved. Plus: higher RFP conversion = more events.

RFP conversion from 14% to 38%.

Import your vendor lists, configure package prices, and Vocito starts RFP intake from today.

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