Home · Solutions · Sales & marketing · Corporate events: quote, contract, deposit
Solution · Sales & marketingA company asks about an event on Tuesday and gets a quote on Tuesday, not a promise of one
Corporate events: quote, contract, deposit
A robot reads the event enquiry, checks the venue calendar and drafts a quote from your package price list: programme, catering, price, deposit terms. The owner approves with one tap, the contract goes out for e-signature, the deposit is watched, and the staff get a brief in Teams a week ahead. Negotiations and the event itself stay with people.
Executive summary
A corporate event is the venue’s most expensive single sale: dozens of people, packages, catering; yet its enquiries sit in the inbox for days, because a quote means assembling the programme, the calendar and the price list into one answer.
The robot reads the enquiry, checks availability and drafts a quote from your packages: an hour-by-hour programme, a per-person price, deposit terms; the owner approves or corrects with one sentence.
After the client accepts, the contract goes out for e-signature, the deposit is recognised from the bank export and reminded about, and a week before the event the staff get a brief: headcount, programme, catering, special arrangements.
the enquiry mailbox and venue calendar; AI-drafted quotes for approval; the contract and deposit watched automatically; the staff brief in Microsoft Teams
Business problem
The venue’s most expensive sale loses to the lack of a quiet hour
A corporate event enquiry looks unassuming: an email from a board assistant, twenty people, some Thursday, a request for a proposal. But the answer requires assembling several things at once: a free slot, a two-hour programme, catering, a per-person price and deposit terms. Nobody at the venue has a quiet hour for that in the middle of the day, so the enquiry waits for the evening, and in the evening it waits for the next evening.
The company’s organiser does not wait along with it. She has a budget, a date and a boss asking whether it is sorted; she sent the same enquiry to three venues and will sign wherever the first concrete answer lands. A venue that replies after three days is playing for scraps, even with a better programme and a better price.
When the quote finally goes out, part two of the drama begins: arrangements scattered across email threads, a contract patched from the previous one, a deposit nobody knows how to chase without awkwardness, and staff who learn the event details the day before, verbally. There are barbecues for twenty at which the cook found out yesterday.
Yet nine enquiries in ten fit the three or four packages the venue sells on repeat anyway. They differ by headcount, hour and add-ons. Which means a machine can assemble the draft quote, and a person should do what they are irreplaceable at: nailing down the unusual wishes and selling through conversation.
How it works today
Below is what the work looks like before anything is automated.
- PersonThe event enquiry lands in the inbox among everyday mail
- WaitingThe quote waits for a quiet evening, then for the next one
- Risk of errorThe offer is assembled by hand from the calendar, the price list and old emails
- Risk of errorArrangements scatter across threads; the contract is patched from the last one
- WaitingThe deposit goes unwatched; chasing it feels awkward
- Risk of errorStaff learn the event details the day before, verbally
Why the current process costs more than it appears
The bill that never shows up in a budget.
- How many event enquiries arrived last quarter, and after how many days did quotes go out?
- How many of those enquiries ended in a signed contract, and how many in silence after your quote?
- How many times did a deposit fail to arrive before the event without anyone noticing in time?
- How often did staff learn about the catering or programme at the last minute?
Cost of inaction
The model assumes 30 enquiries a month in season and an average event value in the thousands converted to euros; one enquiry in four dying of delay is conservative at three days per quote.
The most painful line sits outside the table: the event that happened, but with an unfinished brief; the company will not write a complaint, it will simply ask elsewhere next year.
A model organisation with realistic proportions – the numbers exist so you can run the same maths on your own data; they are not a client result.
A shooting range with a club room: corporate packages for 10 to 40 people, catering from a partner, about 30 enquiries a month in season, quotes written in the evenings by the owner, Microsoft 365.
Tuesday, 11:20 am: a board assistant emails about an event for 22 people on some Thursday in November, with a barbecue and an option for two people who will not shoot.
The robot reads the enquiry, finds three free Thursdays, picks the “Company on the range” package and drafts: an hour-by-hour programme, catering, a per-person price, deposit terms, two date options.
At 12:05 the owner gets the draft on his phone, adds one sentence about the non-shooting option and approves. The quote goes out at 12:15, four hours ahead of the competition.
The company picks the second Thursday. The robot sends the contract for e-signature, recognises the deposit from the statement by its reference, and a week before the event publishes the brief in Teams: 22 people, the programme, barbecue at 7:30 pm, two people on the archery lane.
In the modelled season, enquiry conversion rises by a third and the owner’s evenings return to the owner. These are model figures, not the venue’s records.
Proposed solution
We start by writing down what you sell anyway: three or four event packages with programmes, per-person prices, catering options and deposit terms, plus the tone you want in your emails to companies. The AI gets those packages and your best past offers as a model; from then on its drafts sound like you, not like a machine.
An enquiry from email or the website form is read at once: the robot extracts the headcount, preferred dates and special wishes, checks the venue calendar and drafts a concrete quote: programme, price, catering, two date options. The owner approves with one tap, corrects with one sentence, or takes over the thread when the enquiry is unusual. Nothing goes out unapproved until you decide otherwise for simple cases.
After the client accepts, the robot runs the rest: the contract from your template to e-signature, the deposit recognised from the statement export and politely reminded about, the arrangements gathered on one event card instead of seven threads. A week ahead, the staff and the catering partner receive the brief: headcount, programme, times, special arrangements. Negotiations, discounts and the event itself stay in human hands; the robot makes sure nothing gets lost between emails.
UiPath Orchestrator: the enquiry queue, deposit reminders, brief deadlines and an audit trail of every quote; UiPath Integration Service connectors to Outlook 365, SharePoint and Teams; AI models for reading enquiries and drafting quotes
Your event packages written into a price list, quote drafts approved from the phone, a template contract to e-signature, deposit watching from the statement, an event card and the staff brief in Teams a week ahead
The venue calendar in Microsoft 365 or your booking system via export or API; the bank statement as CSV/MT940; e-signature on your own provider contract; the catering partner emailed from the same event card
How the automated process works
- AutomationThe enquiry is read at once: headcount, dates, special wishes
- AutomationThe robot checks the calendar and drafts a quote from the packages
- PersonThe owner approves with one tap or corrects with one sentence
- AutomationThe template contract goes to e-signature; the deposit is recognised from the export
- SystemSilence after a quote triggers a follow-up; a missing deposit triggers a reminder
- AutomationA week ahead, the staff and catering brief publishes itself in Teams
Human-in-the-loop model
Automation handles
- Reading enquiries, checking the calendar and drafting quotes from packages
- The contract to e-signature, deposit watching and follow-ups after silence
- The event card and the staff and catering brief a week ahead
People decide
- Approving quotes, negotiations, discounts and every non-standard arrangement
- Running the event itself and the day’s decisions: weather, programme changes, safety
- The package price list and deposit terms: the venue sets them, the robot enforces them
Before and after
Systems and integrations
The stack is short on purpose: one engine, one execution layer, one place where a person decides.
Inputs
- enquiries from email and the website form
- the venue calendar with slots and blocks
- the package, catering and deposit price list
- the bank statement as a CSV/MT940 export
Automation layer
- UiPath Orchestrator
- UiPath Robots
- UiPath Integration Service
- UiPath Action Center
Target systems
- quotes and contracts to e-signature with history
- an event card with all arrangements in SharePoint
- the staff and catering brief in a Teams channel
Human touchpoints: approving quote drafts from the phone; negotiations and unusual cases; a weekly look at the event cards
Technologies used
the enquiry queue, follow-ups, deposit reminders, a trail of every quote
Asubstance from human-written emails and quotes in the venue’s tone
Athe mailbox, event cards, staff briefs
AMicrosoft 365 directly, or your booking system via export or API
Bthe contract on your own signature provider; deposits from the statement export
BHow we deliver this
From this description to a running process
We deliver this solution through our process automation service: first we measure the process on company data, then we build, test and maintain the robots. Part of the work is done by an AI agent in Microsoft Teams.
Industry
Case studies
Delivered client work is described under Case studies.
Illustrative economic model
Numbers you can check against your own data.
The model assumes a fast, concrete quote saves part of the enquiries, not all; a company can be lost for reasons no venue controls. The volumes and prices belong to the scenario; put your own into the calculator beside.
Run the numbers on your data
An illustrative estimate based on your inputs. It models freed capacity, not promised savings.
Business benefits
- The quote goes out the same day, while the company still compares, not after it has signed
- Every event has one card of arrangements instead of seven email threads
- Deposits arrive before the date, and chasing them stops being awkward
- Staff and catering get the brief a week ahead, with automatic updates
- The owner approves from the phone instead of writing quotes at night
The management view
- The venue’s most expensive sale stops depending on one person’s free evenings
- The event funnel becomes measurable: enquiries, quotes, signatures, and where the rest leaks
- Consistently complete briefs build the reputation of a venue companies return to yearly
Board-level KPIs
time from enquiry to quote · event enquiry conversion · deposits paid before the date · staff brief completeness · returning-company events year over year
Security and governance
The automation has exactly the permissions it needs. Not one more.
- Company and participant data processed solely for the quote, contract and event, in line with GDPR
- Quote drafts are approved by a person; the AI invents no prices or dates and hands uncertainty to the owner
- The robot has no access to the venue’s account; deposits are recognised solely from the statement export
- Every quote, contract and change of arrangements is logged: what went out, when, to whom
- Data stays in your Microsoft 365 tenant; the robots run in the EU region of UiPath Automation Cloud
Why now
The corporate event season is planned a month ahead; a system started now catches the next wave of enquiries.
Companies choose venues the way they choose hotels: the first concrete answer wins, not the prettiest venue quoting after a week.
AI has learned to read human-written emails and to write quotes in your tone; an automatic proposal no longer sounds automatic.
Relevant executive roles
Sells events even while running the venue; the evenings come back to him
Know a week ahead what, for how many and at what time; no more event-day surprises
Gets a concrete answer the same day and has something to show her boss
Common questions and objections
Tailoring starts with cloth. A draft from the nearest package and the calendar appears within minutes, and you adjust what is truly custom. Even a fully bespoke quote goes out faster when the programme, catering and deposit terms are already assembled.
It can, but only once you switch that on for simple cases. By default every draft waits for your one-tap approval; unusual enquiries are handed straight to a person.
The partner gets the brief by email from the same event card as the staff: headcount, menu, times, changes. When the client adds two people the day before, the update goes to everyone at once.
When this is not the right solution
- A venue without an event offer or a room for groups: first the product, then the sales automation
- A handful of enquiries a year: manual quoting suffices and the system will not pay back
- Expecting the AI to negotiate discounts and host the event: it sells faster, not instead of you
A question for the next management meeting
How many corporate events happened at our competitors this year only because their quote arrived first?
Implementation approach
Scope without ambiguity, before anything is signed.
We deliver
- Your event packages written up with prices, catering and deposit terms
- AI quote drafts approved from the phone and follow-ups after silence
- A template contract to e-signature and deposit watching from the statement
- An event card and automatic staff and catering briefs in Teams
- An event-funnel report and two weeks of assistance after go-live
We need from you
- Your packages, price list and a few best offers as a tone model
- Access to the enquiry mailbox, the venue calendar and Microsoft 365
- A decision which cases may one day go out without approval
Stages
Discovery
Where enquiries come from, how many, how quoting works today; an hour’s conversation
Packages and rules
Programmes, prices, catering, deposits, quote tone, the machine’s limits
Build
Enquiry reading, drafts, the contract, deposits, the event card, briefs
Parallel run
Two weeks: drafts for approval while we measure speed and accuracy
Go-live
Quotes go the new way; a funnel review after the first month
A quick win. The biggest work is a one-off write-up of packages and deposit terms; the AI learns your tone from a few offers within an hour.
Tuesday, 11:20 am: an enquiry for a 22-person event. At 12:15 the company has a programme, a price and two dates. On Thursday, a signed contract and the deposit on its way.
Send us your last ten event enquiries with the dates of your replies. We will send back the arithmetic of how many events a year sit in the response time alone, and a draft quote assembled from your packages.
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