AI can draft a custom wedding quote from the enquiry form and your price sheet. An eight-person venue in the Barossa now sends quotes within a day instead of up to 3 days.
AI can draft a custom wedding quote from the enquiry form and your price sheet, so couples hear back within a day. The Orchard Barn, an eight-person wedding venue in the Barossa, used to take up to 3 days to send each quote.
Couples enquire through a form on the venue’s website with their date, guest numbers, and the kind of day they want. Every enquiry needed a quote built from the price sheet, with the right package, the right season, and the extras the couple asked about. The events manager built each one by hand between site tours and weddings.
What we set up
We set up an AI helper (the industry calls it an agent) that reads each new enquiry as it lands in HubSpot. It builds the quote from the venue’s price table using the date, the guest count, and the package, and adds any extras the couple mentioned. Then it drafts a warm reply in the venue’s own voice, with the quote attached.
The events manager checks the quote and the reply, changes anything that needs it, and sends it from Gmail. The enquiry, the quote, and the reply all stay on the couple’s record in HubSpot, so anyone on the team can pick up the conversation.
Fix the price sheet before you add AI
The venue’s price sheet sat across two tabs, one for peak season and one for the rest of the year. The events manager knew which tab to use without thinking. Our first version didn’t, and it quoted a winter wedding at the peak price. The events manager caught it before it went out.
We rebuilt the price sheet as one table with the dates in it, so there’s only one place to look. That helps the AI helper, and it helps any new staff member who has to quote on a busy Saturday too.
The usual advice for venues is to put an instant quote calculator on the website. We’d start one step back. If your own team needs to know which tab to use, a calculator or an AI helper will get it wrong too. Get the price sheet into one clear table first, and the quoting gets easier whichever way you do it.
Where the venue landed
Quotes now go out within a day of the enquiry, instead of up to 3 days.
The events manager still calls every couple before they book. That call is where the venue learns what the day needs, and no quote replaces it. The faster quote gets the couple to that call sooner.
If your quotes wait for a free afternoon, get your AI Starter Plan and tell it where your week goes.
