47 manual steps vs 11 automated steps
Sourcing a 50–100 room group block, side by side. Print this page or save as PDF and share with your stakeholder before the next briefing call.
Manual workflow
47 steps · 18–24 h
Phase 1 — Briefing
- Capture event dates, attendees, room-nights, meeting spacelow
- Confirm budget and cost-centrelow
- Identify F&B headcount expectationsmed
- Confirm group transport assumptionslow
- Draft brief in Word or Google Docmed
- Email brief to stakeholder for sign-offlow
- Action two-or-three rounds of editsmed
- Lock and version the final briefmed
Phase 2 — Comp-set + outreach
- List candidate hotels from memoryhigh
- Open last year's contract foldermed
- Cross-reference brand standard and radiusmed
- Look up each hotel's group sales contacthigh
- Confirm the contact is still in rolehigh
- Draft individual outreach emailsmed
- Send the first wave (6–10 hotels)low
- Log each send in a spreadsheetmed
- Wait 5–7 business dayslow
- Chase non-respondents on day 4med
- Chase again on day 8med
- Add backup hotels for declinesmed
Phase 3 — Bid intake + comparison
- Receive bid 1 — PDF, varied formathigh
- Receive bid 2 — embedded in emailhigh
- Receive bid 3 — Excel attachmenthigh
- Receive bid 4 — polite nolow
- Receive bid 5 — partial bidhigh
- Transcribe every line item to master sheethigh
- Normalise per-room-night rate inclusionshigh
- Normalise meeting-room DDR inclusionshigh
- Email three hotels for missing fieldsmed
- Field two follow-up phone callsmed
- Build a scoring matrix in the sheetmed
- Apply weighted scoring across criteriamed
- Identify top three candidateslow
- Share short-list with stakeholderlow
Phase 4 — BAFO + contract
- Draft individual BAFO requestsmed
- Send BAFO emailslow
- Chase BAFO responsesmed
- Re-score with the BAFO numbersmed
- Select winner with stakeholderlow
- Notify unsuccessful hotelsmed
- Receive contract draft from winnerlow
- Mark up contract clauseshigh
- Route through internal legalhigh
Phase 5 — Handover + reconciliation
- Build rooming list in Excelmed
- Email rooming list to reservationsmed
- Field 10–15 rooming-list correctionshigh
- Reconcile pickup, F&B and attritionmed
- File post-event report where findablehigh
Automated workflow
11 steps · 3–4 h
End-to-end
- Define the block — structured form for dates, rooms, F&B, meeting space, concessionslow
- Build comp-set — pick 6–12 hotels from your saved library; brand-standard and radius are filterslow
- Send — one click to all hotels; the platform fills contact owner automaticallylow
- Auto-chase — reminders at 72 h and 6 days; declines logged with reason codeslow
- Receive normalised bids — one board, fully-loaded per-room-night cost auto-computedlow
- Score side by side — saved weighted matrix applied once, reused on every blocklow
- Short-list three — move three highest-scoring bids into the BAFO columnlow
- Run BAFO — one identical request to all three; delta column versus initial bidlow
- Sign contract — export with attrition, cancellation, F&B and concessions pre-filledlow
- Hand off rooming list — CSV through the same workflow; hotel confirms in-platformlow
- Reconcile post-event — pickup, F&B actuals and attrition logged against the original recordlow
What disappears
Bid-format normalisation. Contact lookup. Spreadsheet rebuild. Manual chasing. Rooming-list corrections cycle. Contract-summary drafting from scratch. The eleven steps above are decisions; the 36 missing steps were transcription, chasing and rework.
Planner hours saved per block
15–21 h
↓ 80–85% labour
Calendar days from brief to contract
21 → 7–9
↓ ~65% lead time
Fully-loaded cost per block
€1,200–1,800
saved at €65/h
Send your next 50–100 room block in 11 steps
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