PROPOSED PROJECT
Hotel Group Booking Desk
Turn a wedding or company retreat inquiry into a proposal for rooms and event space. Read the guest brief, match dates and requirements against supplied availability, room types, venue capacities, and rate rules, then prepare a priced comparison for the hotel sales team to confirm.
Two dates. A complete cost for each.
24 guests · 12 twin rooms · 2 nights
One meeting day + one group dinner
Turn an inquiry
into a proposal sales can check.
Fictional Hotel Luma receives a retreat inquiry for 24 guests: 12 twin rooms for two nights, one meeting day for all 24, and one group dinner. Supplied records support a 13–15 November option at ₱186,000 and a 20–22 November alternative at ₱174,400. The 18-seat Boardroom is rejected for this layout; the 30-seat Garden Room fits. These are illustrative inclusive rates and availability snapshots, with no inventory held.
WHAT IS USUALLY DONE
A hotel salesperson reads a long inquiry, asks reservations about rooms, checks venue layouts, and builds a quote in a spreadsheet. A date change means repeating the work. A room count that fits on the first night or a venue capacity taken from the wrong seating layout can slip into the proposal.
WHAT SOVRUN CAN DO FOR YOU
Sovrun would build a group inquiry workspace that connects the guest brief to the hotel’s supplied room availability, venue layouts, and rate rules. Document and language models turn an email into a draft requirements list, retaining the original wording for review. Availability checks run across every requested night, and the pricing calculation keeps quantities, inclusions, and source versions visible. The sales team receives a comparison it can confirm with reservations before issuing a proposal.
Check the tightest night.
Use the right room layout.
A group stay has to work across every night and every event. The draft connects each requirement to the supplied hotel record, rather than treating a room count or venue name as enough evidence.
Twelve rooms.
On both nights.
The second night leaves no spare twin rooms in this snapshot. Recheck it before offering a hold.
Space for the whole group.
Illustrative layout: four tables of six for the group, with six seats unused. Supplied event-space availability fits one meeting day.
Every quantity stays visible.
A quote with the details
already joined up.
The proposed first build covers one hotel, its supplied availability and rate records, and an agreed proposal template. Staff receive the source-backed working as well as the guest-facing draft.
24 people. One shared brief.
- Stay
- 13–15 November
- Rooms
- 12 twins / 2 nights
- Meeting
- 24 at round tables
- Meal
- One group dinner
A choice sales can explain.
₱11,600 difference.
The alternative changes the stay dates.
Ready for the sales desk.
- Refresh room and venue availability
- Confirm rates and inclusions
- Agree deposit and cancellation terms
How we’d make it happen.
Read the brief and resolve the gaps
Extract the dates, guest count, room mix, event layout, and meal needs. Keep the original passages beside the draft and flag contradictory or missing requirements.
Check each date and price each line
Compare every night with supplied room availability and each event with the required seating layout. Calculate from approved rates, keeping inclusions and any missing charges visible.
Confirm before the proposal leaves
Sales and reservations review the options, refresh availability, and approve the final terms. Produce the guest-facing proposal only after the hotel confirms what it can offer.
Where AI helps
We compare current document-reading and language models on realistic hotel inquiries: changing dates, mixed room types, unclear guest counts, and messages with conflicting requirements. Models extract the brief and explain options using the supplied records. Code checks nightly room counts, layout-specific capacities, and arithmetic. Unknown fees or expired availability are held for staff review instead of being filled with a plausible number.
What people approve
The hotel sales team confirms the requirements, selected seating layout, rates, inclusions, and commercial terms. Reservations rechecks room and event-space availability before the proposal is sent. The system cannot promise inventory, place a hold, sign an agreement, or send the guest a quote without the hotel’s approval. Client names and guest information are limited to the staff who need them.
What we’d need to start
- The original inquiry, preferred and alternative dates, guest count, room mix, and event requirements
- Dated nightly room availability, venue availability, and capacities for each seating layout
- Approved rates, inclusions, extra-charge rules, quote templates, and the sales and reservations reviewers
How we’d test it
Use sample inquiries with insufficient rooms on only one night, unsuitable seating layouts, expired rates, and missing fees. Reconcile each line and total independently. Confirm that an alternative date is visibly different from the requested date and that a draft never becomes a held booking. Compare proposal preparation and correction time against the hotel’s current workflow.
Prepared for Travel & hospitality. We would agree on the work after reviewing your brief, materials, and requirements.
This is a proposed project, not completed client work. The visuals and numbers show example outputs, not measured results.
