Your Manual Quoting Process Is Losing Money Every Day

No. Automation redeploys staff to higher-value work, not eliminates positions.

In all four scenarios analyzed, we show reduced staff *hours* spent on tedious quote preparation—but not positions eliminated. Your team still reviews quotes, handles complex customization, builds client relationships, and upsells.

What changes: Instead of spending 63 minutes manually calculating pricing and formatting Word documents, your staff spends 7.5 minutes reviewing an automated quote and focusing on the personal touches that actually win business.

The reality: Freeing staff from tedious work improves morale and retention. The best event coordinators want to work with modern tools—not spend their day copying numbers into spreadsheets.

The opposite. Automation enables MORE personal attention, not less.

Your clients expect BOTH speed AND personalization. The data shows that 78% of buyers choose the first responder—but they also expect quality. Manual processes force you to choose: either respond slowly with personalization, or respond quickly with generic quotes.

Automation solves this dilemma:

• Instant quote (automated pricing, availability, package options)
• Then your staff adds personalization, recommendations, and relationship-building
• Result: You're faster than competitors AND more attentive

Evidence: Premium venues with the most complex, personalized events see the highest ROI (18,670%). Why? Because automation handles routine elements, freeing staff to focus entirely on high-value customization.

Clients don't value the 45 minutes you spend calculating room rental rates. They value the thoughtful recommendation about catering options or the creative solution to their space constraints. Automation lets you deliver more of what they actually care about.

Yes—in fact, high-customization venues see the best results.

Scenario D (Special Event Venue) represents the most complex, customized events—120-minute manual process per quote. Even in this extreme case, automation reduces time to 36 minutes (77% improvement).

Here's how:

• Automation handles standard elements instantly: base pricing, availability, room configurations, standard packages, equipment rates
• Your staff focuses only on truly unique elements: special setups, custom catering, creative solutions
• This is actually MORE efficient than manual processes where staff waste time on routine calculations

The data proves it: Premium venues with extensive customization achieve 18,670% ROI—higher than any other scenario. Complexity doesn't prevent automation; it amplifies the benefits.

If you're already spending 156 minutes per quote, you have the most to gain.

We understand skepticism—which is why we use deliberately conservative assumptions.

Our conversion rates are based on VenueSuite's analysis of 50,000+ actual MICE bookings and MIT's research on 15,000 B2B leads. We don't claim the full benefits the research suggests:

Conservative approach:

• MIT shows 5-minute response is 21× more effective than 30 minutes
• Velocify shows 391% conversion improvement with instant response
• We assume only 60-65% conversion—the same or slightly better than VenueSuite's 30-minute benchmark

Even if actual results are 30% lower than projected, the ROI remains overwhelmingly positive. The time savings alone justify the investment.

Risk mitigation: You have a one-month free trial. Test it yourself before committing.

You'll still benefit from massive time savings and operational improvements.

If you're already converting above 55%, congratulations—you're in the top tier of performance. However, you're still spending 63-156 minutes per quote manually. Automation reduces this to 5.7-36 minutes.

Your ROI comes from:

• Efficiency gains: 77-91% time reduction frees staff for relationship building and upselling
• Error elimination: Zero pricing mistakes (vs. ~30% revision rate manually)
• Scalability: Handle 2× volume at 44% cost increase (vs. 100% with manual processes)
• Consistency: Perfect performance every time, regardless of staff availability

Even venues with strong conversion rates see payback in under 3 months purely from efficiency gains. Plus, automation lets you handle significantly more volume without proportional cost increases—enabling growth you couldn't achieve manually.

Partial benefits within weeks, full benefits within 3-12 months.

Timeline:

• Weeks 1-4: Setup and learning (30-50% of full benefit achieved)
• Month 3: Reach ~50% of full benefit as processes optimize
• Month 12: Hit 100% benefit as team fully adopts best practices

Payback achieved: Under 2 months, even accounting for this ramp-up period.

Why the ramp-up? Your team needs time to:

• Configure pricing rules and packages accurately
• Learn to trust the system (initial over-checking is normal)
• Optimize workflows for maximum efficiency
• Refine templates and customization processes

Most properties are surprised by how quickly benefits materialize. The time savings are immediate—it's the conversion improvement that takes a few months to fully realize as you build confidence in faster response times.

Zero risk. One-month free trial with full features—cancel anytime, no questions asked.

We provide:

• Full system access during trial (no feature restrictions)
• Complete onboarding support
• Unlimited quotes during trial period
• Premium customer support
• No credit card required to start
• 30-day cancellation notice if not satisfied after trial

Our incentive is aligned with yours: We only succeed if you succeed. Our pricing model scales with your usage, so we win when you win.

If it's not the right fit, simply cancel. No penalties, no hassles. We're confident in the results because the data supports them—but we understand you need to see it work in your specific context.

No. Eventmachine is designed for hotel teams to set up independently.

Setup process:

• Embedding the configurator: Copy-paste one line of code to your website
• Configuration: Use our admin dashboard (no coding required)
• Training: We provide video tutorials and live support
• Timeline: Most hotels are live within 2-4 weeks

IT review is welcome but not required. If your IT team wants to review security, integrations, or technical architecture, we're happy to provide documentation. But many hotels implement successfully without any IT involvement.

What you need to prepare:

• Current pricing structure and rate cards
• Room/space configurations and capacities
• Package definitions and add-on services
• Content like texts, images, visuals, sample quotes

If this information is organized, implementation is straightforward. If it's scattered across spreadsheets and people's heads, implementation becomes an opportunity to formalize your pricing strategy.

Extremely predictable—platform fees are calculated on quoted volume, fully visible in your dashboard.

Fee structure by plan:

• Flex Plan: 0.25% on first €100k/month quoted, 0.15% on excess
• Reserved Plan: 0% on first €375k/month quoted, 0.05% on excess
• Unlimited Plan: 0% platform fees (flat-rate pricing)

Real example (Mid-Size Hotel):

• 180 quotes/year at €3,000 average = €540,000 annual quoted volume
• Monthly average: €45,000 quoted
• Platform fees: ~€2,475/year (fully predictable)
• You'll see volume tracking in real-time—no surprises

Important: Platform fees are a fraction of what you'd pay in credit card fees—and far less than the staff cost you're eliminating. Think of it as paying 0.05-0.25% of potential revenue to dramatically increase actual revenue.

The transparency is complete: every quote tracked, every fee calculated in real-time, downloadable reports anytime.

Absolutely. Start with the Flex plan (€95/month yearly), upgrade as volume grows.

Scaling path:

1. Start: Flex plan for testing and low-medium volume
2. Grow: Upgrade to Reserved when monthly quotes exceed €100k
3. Scale: Move to Unlimited for predictable flat-rate pricing at high volumes

Flexibility:

• Switch plans anytime with 30 days' notice
• No long-term lock-in beyond annual vs. monthly pricing choice
• Volume-based pricing means you only pay more when you're quoting more (and earning more)

Common approach: Many hotels start with Flex to test the system, then upgrade to Reserved or Unlimited within 6-12 months as they see results and want to optimize costs at higher volumes.

The beauty of our pricing model: it scales with your success. You're not betting big upfront—you're growing the investment as the benefits prove themselves.