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Group and event enquiries are handled too slowly

The enquiry lands on Monday, the offer goes out on Thursday — and the client booked elsewhere on Tuesday.

Typical for: properties with seminar or banquet space · family-run houses where the owners write offers themselves · properties without a dedicated sales role

Documented by Hospis

Updated: 9 September 2026

How you recognize it

  • More than 48 hours regularly pass between enquiry and offer
  • There is no standard offer template; every offer is written from scratch
  • Prices for meeting packages, rooms and equipment have to be asked for every time
  • Enquiries arrive via website, phone, mail and platforms — without central capture
  • Nobody follows up after the offer; the decline comes silently
  • Group availability lives in one person’s head or in a separate spreadsheet

Matching Hospis

OT

Olivia Torrente-Dorninger

Sales · Revenue · Marketing — Palma de Mallorca
Works with protel · Mews · Mews POS · Smart Host
AdviseImplement

Builds the enquiry process in properties without a dedicated sales role: ownership, packages, follow-up — so that the front desk can carry it day to day.

Mapped to root cause
No clear ownershipPrices and packages aren’t pre-calculatedNo follow-up, no evaluation
View profilePersonally vetted · independent match
JT

Javier Torrente

Operations · Processes · Team structure
Works with protel · Mews · Mews POS · Smart Host
AdviseImplement

Turns enquiry intake into an operating routine shared by front desk, kitchen and banqueting.

Mapped to root cause
Enquiries without a central inbox
View profilePersonally vetted · independent match

Which path fits your situation?

01

Diagnosis

390 € fixed price

A vetted Hospi analyses your situation in a structured way — in conversation and with a written result. Every statement clearly labelled: FACT, BENCHMARK, HYPOTHESIS or CONCLUSION. You get a concrete path, not a sales meeting.

  • A legitimate outcome is also: no engagement needed.
  • If an engagement follows, the diagnosis fee is fully credited.
02

Urgent support

Acute situation? Your case is reviewed with priority — response within 48 hours.

Cause fields — how to tell them apart

Slow offers are rarely a question of effort. Usually what is missing is ownership, pricing logic or tooling — and from the outside all three look the same.

These fields are complete, and many properties get there on their own — that is what this page is for. The cost simply does not appear on an invoice: internal hours, a few attempts, and a season that keeps running in the meantime.

01

No clear ownership

How you spot it

The enquiry waits until the owner has time. Front desk may not commit, the kitchen doesn’t answer the same day, and nobody is allowed to send an offer without sign-off.

The way out

One person owns the process — with clear limits within which they may offer without asking. Anything beyond that is decided in a fixed daily window, not whenever it suits.

02

Prices and packages aren’t pre-calculated

How you spot it

Every enquiry triggers the same calculation again: room hire, coffee breaks, menu, equipment, room block. Because nothing is stored, people calculate instead of sell.

The way out

Calculate meeting packages, room rates and room-block rules once and store them as building blocks. Offers are then assembled, not invented — with seasonal logic instead of case-by-case discounts.

03

Enquiries without a central inbox

How you spot it

The website sends to info@, the regular writes to the owner privately, the platform notifies front desk. Two people answer, or none. There is no overview of open enquiries.

The way out

All channels into one list: enquiry, date, headcount, status, owner. That can be a PMS function or a simple board — what matters is that there is one, and that it is looked at every day.

04

No follow-up, no evaluation

How you spot it

The offer goes out, then silence. Whether the client declined, why, and how much revenue is lost per year that way — nobody knows. The price is still assumed to be the reason.

The way out

A fixed follow-up rhythm after the offer and a decline list with reasons. After one season it shows whether price, speed or availability was the real problem.

Frequently asked

Do we need a dedicated sales role for this?
Not necessarily. For many properties a clearly named owner with templates and pricing logic is enough. A full-time role only pays off above an enquiry volume the Diagnose makes visible.
Is an offer tool enough to solve this?
A tool speeds up a process that already exists. Without ownership and pricing logic, the software simply goes unused faster.
How fast does an offer really need to be?
For corporate clients, whoever gives a solid answer first often wins. A same-day call with availability and a price range does more than a perfect PDF three days later.

Describe your situation

The problem context is automatically included — you do not need to repeat anything.

Problem
Group and event enquiries are handled too slowly

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