Purchasing Guides / Private Event Enquiries & Proposals

Private Event Enquiries & Proposals

A guide to buying an AI workflow that drafts replies and proposals for private events, using your spaces, menus and availability.

Yearly running cost

Assuming 4,800 enquiries a year

By hand
$42K / year
1,200 hours of work
Subscription
$35.9K+ / year
This workflow
$207 / year
Machine usage only; setup, hosting and review are extra.
What should the workflow do with event enquiries?

Prepare replies for your team, or also create leads and proposals in your event software.

Your events team approves and sends each reply and proposal. It never confirms a booking, takes a deposit or changes your prices.

What is included

Read each enquiry, record the event details, check the calendar for open dates and draft a reply with the spaces, packages, minimum spend and next questions that fit, for your events team to approve.

Start with your spaces and capacities, menus and packages, minimum spends, deposit and cancellation policies, and a set of past enquiries with the replies your team sent. The connected option creates the lead and a draft proposal in your event software.

How reliable should the drafts be?

Set targets for correct event details, suitable offers and replies that use your actual prices.

How these standards are measured

Test on held-out past enquiries with known answers and on difficult ones: missing dates, guest counts above capacity, dietary needs, vague budgets and requests for a discount. Measure details found, facts in the reply and handover separately. A reply that quotes a price, space or date not in your sheets or calendar counts as a failure.

Targets for your selected standard
What is checkedTarget
Event details foundEvent details recorded correctly, divided by all labelled details in the test enquiries. A wrong date or guest count counts as a failure.≥95%
Reply facts correctDraft replies whose spaces, menus, prices, dates and policies all match your sheets and calendar, divided by all drafts. One wrong fact fails the draft.≥98%
Enquiries passed to a personLabelled enquiries that need a person, such as buyouts, complaints, contract changes or requests outside policy, passed to your events team, divided by all such enquiries.≥95%
Drafts with sourcesDrafts that name the space, package and calendar check behind them, divided by all drafts.≥100%

Draft replies are for your events team to approve. Open dates are what the calendar showed at the time; your team confirms holds and bookings.

How quickly should a draft be ready?

Choose how soon after an enquiry arrives the draft reply is ready for your team. Time for your manager to review and send is separate.

Timing details

Time from the enquiry reaching the inbox or form to a draft on the review page, including reading the calendar, model calls, queueing and retries. Calendar or event software delays count. Confirm inbox access and volumes with your provider.

The target applies to at least 95% of agreed test runs, with 4 in progress at a time.

How much do you want to spend per enquiry?

Set the AI processing budget for each event enquiry.

Cost details

Includes model calls, retries and a shared hosting allocation. Email, event software plans and your team's time are separate. A new guest message in the same thread is another run.

Reference machine cost: $0.09 – 0.19 per enquiry at 400 enquiries a month. The selected cap is a target to test, not a replacement for this estimate.

Where do you want it to run?

Run it in your cloud or on your own server. Choose whether enquiry text may go to an approved AI service.

Data and access details

Runs in a cloud account you control, with access controls and logs.

Only the enquiry text and your spaces, packages and policies go to the selected external model. Agree access and retention first.

Give the workflow read access to the events inbox and calendar and permission to save drafts only. Guest names, emails and phone numbers stay in your environment and out of model logs. Private model only keeps enquiry text on your hardware; the workflow still connects to your own inbox and event software.

How do you want to use it?

Choose where you want to use it. You can select more than one.

Anything else your provider should know?

Optional. Your choices are included automatically.

Common questions

Do I need this if my event software already drafts replies?

Not necessarily. If your event software's built-in reply drafting already uses your spaces and menus well enough, use it. Buy a workflow when enquiries arrive in several places, you need your own handover rules or enquiry text must stay in your environment.

Will it send replies or confirm bookings on its own?

No. It drafts replies and, in the connected option, leads and proposals. Your events team approves, sends, confirms holds and takes deposits.

What happens with buyouts, complaints or special requests?

Your rules decide what goes to a person. Enquiries outside policy, above capacity or with complaints are passed to your events team with the details found.

Can it work with phone enquiries too?

It reads written enquiries. If a phone assistant or your staff record event calls as notes or leads, those can be read the same way.

Can I run it without sending enquiries to an external AI service?

Yes. Choose a private model and supply your own hardware. Measure draft quality and running cost during the pilot.

Download RenX

Get the app.

Install, sign up, and start on your free plan with welcome credit included. No credit card required.

On a platform not listed? Leave your email and we'll notify you when a build is available.