Wedding and hockey tournament room blocks
A bride's sister calls about 20 rooms for an August wedding. Emma checks the dates aren't already blocked, writes up rooms per night and who's paying, and puts her through to group sales with the whole picture.
A caller asks about ten or more rooms for a wedding, tournament, retreat or conference.
Takes the event, nights, rooms per night and who pays, checks the dates, puts the caller through to group sales.
A group lead with every detail group sales needs to quote, and the caller on the line or a callback set.
How it works
- Learns the event
A wedding, a minor hockey tournament, a film crew, a corporate retreat. Dates, and why they chose your town.
- Counts rooms per night
Twelve on Friday and twenty on Saturday is a different block from twenty both nights. It asks.
- Checks the dates
Against your house availability and other blocks, so group sales knows before calling back whether it fits.
- Asks who pays
One master bill, each guest on their own, or a mix. And whether they need a meeting room or a hospitality suite.
- Explains how blocks work
Your group rules as written: the minimum rooms, the booking link for guests, and that cut-off dates come from group sales.
- Puts group sales on
A short summary first, then the call. If group sales is out, the lead goes by text and email with a callback time.
Example call
- CustomerHi, my sister's getting married in August and we need about 20 rooms. Who do I talk to?
- AI agentCongratulations to her. I can start it and get you to Melissa in group sales. Which dates?
- CustomerAugust 15 and 16, Friday and Saturday.
- AI agentIs it about the same number both nights, or more on the Saturday?
- CustomerProbably 12 Friday and 20 Saturday.
- AI agentThanks. Those dates have room for that. Will guests each book and pay their own, with a link?
- CustomerYes, everyone pays their own.
- AI agentPerfect. I'll put you through to Melissa now and give her the details first, so you don't have to repeat them.
After the call: Melissa takes the call knowing it's a wedding block for August 15 and 16, 12 and 20 rooms, guests paying their own, and sends the block contract and booking link that afternoon.
What your team gets
- Group leads with rooms per night, dates and who pays
- Dates checked against house availability before the callback
- Hot leads put straight through to group sales
- Meeting room and hospitality suite needs noted
- Group enquiries by type and month, to see what's coming
Questions
Will it set the block rate?
No. It takes the details and explains how your blocks work. Rates, cut-off dates and contracts come from group sales.
What about a team that needs a bus spot?
It notes the bus, the arrival time and anything like early breakfast for a 7 a.m. game, so group sales can plan for it.
Can guests in the block call to book?
Yes. A guest calling about the Smith wedding is booked into the block at the block rate, while it's open.
Hear it on your phone
Request a demo call and the agent phones you, set up for hotels like yours.