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Event & Group Inquiry Responder · Hospitality & Events

Send event proposals in minutes, priced from your packages

AI reads each event inquiry, checks your booked dates, picks 2–3 packages and works out a price range, recalculated in code, never by the AI. You approve the proposal before it's sent.

Available now $129 one-time · never renewsIncluded in Enterprise
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Free account to start. Buying and running live need a paid plan.

  • Starts when your form or app sends it something
  • 1 AI step
  • A person approves before it acts
  • About 25 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “By the time I reply to an event inquiry, they've booked somewhere else.”
  • “I retype package prices into every email and sometimes get them wrong.”
  • “Inquiries live in my inbox, not the CRM, so follow-ups fall through.”

What you get with the agent

  • Pulls the date, headcount, budget and event type out of each inquiry and notes what's missing.
  • Checks the date against your booked-dates sheet and says whether it looks open, on hold or booked.
  • Picks 2–3 fitting packages and works out an estimated range from your prices and the headcount; each estimate and the range are recalculated in code.
  • Drafts the proposal email, which waits for your approval before it's sent with replies to your events inbox.
  • Creates the HubSpot contact and linked deal with the details, and posts big events to Slack.

Before

A rehearsal-dinner inquiry comes in Friday afternoon. You check the calendar Monday, build a quote Tuesday, and they've already signed with the place down the road.

After

Within minutes there's a proposal draft with two packages, a price range you can check, and a note that the date looks open. You approve it before lunch, and the deal is already in HubSpot.

How it works

The whole workflow, step by step.

Your event, group-booking or catering form posts each inquiry to the agent. AI pulls out the date, headcount, budget and event type, checks the date against your booked-dates sheet, and picks 2–3 fitting packages from your packages sheet — never an invented price. Each package's estimated range (guests × price) and the overall quote range are recalculated in code, not by the AI, and any mistake is corrected and flagged to the approver. The proposal email waits for your approval, then is sent with replies to your events inbox. The inquirer becomes a HubSpot contact with a linked deal and a note of the details, and big events are posted to your events channel in Slack. It doesn't hold or book the date.

  1. TriggerNew event inquiry
  2. App callRead your packages
  3. App callRead your booked dates
  4. AI stepQualify the inquiry and draft the proposal
  5. LogicCheck the math
  6. App callCreate or update the HubSpot contact
  7. App callCreate the event deal
  8. App callLink the deal to the contact
  9. App callNote the inquiry on the deal
  10. OutputIn HubSpot
  11. LogicBig event?
    • Big event:Alert the events team in Slack
    • Not big:No alert
  12. App callAlert the events team in Slack
  13. OutputTeam alerted
  14. OutputNo alert
  15. Human approvalApprove the proposal
    • Approved:Email the proposal
    • Rejected:Not sent
  16. OutputEmail the proposal
  17. OutputProposal sent
  18. OutputNot sent

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New event inquiryYour event, group-booking or catering form posts each inquiry here (name, email, event type, date, guests, budget, message).
  2. Step 2Read your packagesReads your packages sheet: one row per package with what's included, price per person or flat price, minimum guests and the spaces it fits.
  3. Step 3Read your booked datesReads your booked-dates sheet: one row per date already taken or on hold (date, space, status).
  4. Step 4Qualify the inquiry and draft the proposalAI pulls out the date, headcount, budget and event type, checks the date against your booked dates, picks 2–3 fitting packages priced only from your packages sheet, and drafts the proposal email.
  5. Step 5Check the mathRecalculates each package's estimated range (guests × price), the overall quote range and the deal amount in code — not by AI — writes them into the proposal email and CRM note, and flags anything the AI got wrong for the approver.
  6. Step 6Create or update the HubSpot contactCreates the inquirer as a HubSpot contact (or updates the one with the same email).
  7. Step 7Create the event dealCreates a deal in your events pipeline, named after the event, with the low end of the quote range as its amount.
  8. Step 8Link the deal to the contactAssociates the new deal with the contact so the inquiry history sits together.
  9. Step 9Note the inquiry on the dealAdds the event details, what the booked-dates sheet showed and the packages suggested as a note on the deal.
  10. Step 10In HubSpotThe contact, deal and note ids are in the run history.
  11. Step 11Big event?Events above your big-event rule are posted to the team in Slack straight away.
  12. Step 12Alert the events team in SlackPosts a one-line summary of the big event, the date status and the quote range to your events channel.
  13. Step 13Team alertedThe Slack alert is in the run history.
  14. Step 14No alertBelow your big-event rule: no Slack alert.
  15. Step 15Approve the proposalThe proposal email waits in Reviews. Check the packages, prices and what it says about the date, edit it and approve; nothing is sent before that.
  16. Step 16Email the proposalEmails the approved proposal to the inquirer from your workspace's sender, with replies going to your events inbox.
  17. Step 17Proposal sentThe run history keeps the proposal that was sent.
  18. Step 18Not sentRejected in Reviews; reply to the inquirer yourself. The HubSpot deal was still created.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

Inquiry (fictional): birthday dinner, Saturday June 14, about 40 guests, budget “around $3,000”.

The agent produces

Date looks open. Suggested Garden Room Buffet and Three-Course Set Menu with per-person price × 40 shown. Proposal draft waiting for approval; HubSpot contact and deal created.

What you need

Everything it takes to run it.

About 25 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $129 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans).
  • An AI provider key (Settings → AI Providers).
  • Google Sheets, HubSpot and Slack, connected in Settings → Integrations.
  • A packages sheet with prices, a booked-dates sheet you keep current, and a form or website that can post to a webhook.

Setup, about 25 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Google Sheets. Connect the Google account that can open your packages and booked-dates sheets (Settings → Integrations → Google Sheets).
  3. Connect HubSpot. Connect your HubSpot account (Settings → Integrations → HubSpot).
  4. Connect Slack. Connect your Slack workspace (Settings → Integrations → Slack) and invite the app to your events channel.
  5. Describe your venue. Open “Qualify the inquiry and draft the proposal” and replace the placeholder with your spaces, policies, big-event rule and sign-off.
  6. Pick your packages and booked-dates sheets. Open “Read your packages” and “Read your booked dates” and pick the account, spreadsheet and tab for each.
  7. Pick your HubSpot account and pipeline. Open the four HubSpot steps, pick your account in each, and the events pipeline and first stage in “Create the event deal”.
  8. Pick the events channel. Open “Alert the events team in Slack” and pick your account and channel.
  9. Add your events inbox. Open “Email the proposal” and enter the Reply-to address.
  10. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  11. Switch the trigger on. Open the trigger, switch the webhook on and copy its URL and secret into your inquiry form or website.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Restaurants with private dining rooms
  • Event venues and wedding venues
  • Caterers handling group bookings
  • Hotels taking group and event inquiries

What it doesn't do

  • It doesn't hold or book the date: availability is only as good as your booked-dates sheet.
  • It never invents prices, packages or discounts: everything comes from your packages sheet, and the email says prices are confirmed in a written quote.
  • No proposal is emailed before you approve it (the HubSpot contact and deal are created straight away).
  • It doesn't take deposits or send contracts.

We list the limits up front so you can decide before you buy.

Price

$129 one-time

Per workspace. It never renews.

Available now
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
Get this agent See how it works

One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Event & Group Inquiry Responder.

Could it quote a wrong price?

Prices come only from your packages sheet, every estimate is recalculated in code, and the email says prices are confirmed in a written quote. No proposal is sent before you approve it.

Does it hold the date?

No. It reads your booked-dates sheet to say whether a date looks open, so keep that sheet current and confirm dates yourself. It doesn't take deposits or send contracts.

How long is setup?

About 25 minutes: connect Google Sheets, HubSpot and Slack, describe your venue, pick your packages and booked-dates sheets, and connect your inquiry form.

What do I need to run it?

A paid plan, your own AI provider key and a form that can post to a webhook. It's a one-time purchase that never renews; Dry Run is free.

Where do the prices come from?

Only from your packages sheet: price per person or flat price, multiplied by the headcount. Flat extras (room hire) are listed separately. Packages it can't price from the sheet aren't quoted.

Can the AI get the estimates wrong?

Not in what the inquirer sees: after the AI drafts, each package's estimate (guests × price), the overall range and the HubSpot deal amount are recalculated in code and written into the email and the CRM note. If the AI's math was off, the review screen shows what was corrected.

Which forms work?

Any form or website that can POST JSON to the agent's webhook URL with its secret header: your own site, or a form tool with a webhook action that can send custom headers.

Is this a subscription?

No. Event & Group Inquiry Responder is a one-time purchase of $129 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Put Event & Group Inquiry Responder to work.

Free account, no credit card. Your Agents page opens with Event & Group Inquiry Responder ready to buy and set up, then Dry Run it before it goes live.

Get this agent See how it works