48h
Average first reply before LTC
Requests that land after hours wait for the next workday. By then the organizer may have other proposals in hand and a site visit booked elsewhere.
The AI conference receptionist for hotels and venues
Every RFP.Answered in 4 minutes.Day and night.
Organizers often shortlist the first venue that replies. LTC answers every inquiry from email, phone, web forms and chat, builds the brief and drafts the proposal for your team.
No monthly minimumsNo per-seat feesVenues onboard in waves
- 4 min first reply, 24/7
- 1 queue for every channel
- $25 per qualified RFP
Live with
MewsFioraGmailOutlook
What venue teams say
What venue sales teams say
Weekend inquiries used to wait until Monday. Now they get answered Saturday night.
We reply while the organizer is still comparing venues.
Phone inquiries used to live on sticky notes. Now they arrive as briefs.
I approve drafts from my phone between site visits.
Paying per qualified RFP made it an easy yes for our owner.
Every open RFP on one screen, with an owner. Sales meetings got simpler.
The cost of waiting
The RFP arrives Friday at 6 pm. The reply goes out Monday.
By then the organizer is comparing proposals from other venues. Here's where the time goes, in LTC's figures from venues before they switched.
30%
Of leads lost in inboxes
A web form nobody owns. A voicemail from Friday. A chat that closed at five. Some inquiries never get a reply, and nobody knows which.
60%
Of the week spent on data entry
Dates, headcount, AV, dietary needs and room layout, copied by hand into the PMS, the proposal and the function sheet. Selling gets whatever time is left.
4 channels
No single view of the pipeline
Email, phone, web forms and chat each land in a different place. Managers can't see every open RFP or who owns it.
What LTC does for your venue
From first inquiry to booked site visit.
Four jobs that fill a sales team's week, handled from the moment an inquiry lands. Your team keeps control of every proposal.
Incoming · last 10 minutes Listening
Conference for 120 in March, availability?Email · Northwind · 09:02Captured
"Two-day board retreat for about 40 people…"Phone · call transcribed · 0:52Captured
Product launch, 250 guests, stage and AVWeb form · yourvenue.com/meetingsCaptured
Do you have six breakout rooms on a Friday?Website chat · 21:47Answered
Interactive demo
Fill in a sample inquiry. See the proposal LTC drafts.
This is the kind of inquiry form organizers see on your website. Answer six questions the way an organizer would to see the brief and draft reply LTC builds. The demo uses sample rooms and prices.
- Six quick questions, built around how venues quote events
- Every answer lands in your RFP queue as a structured brief
- A first reply goes out while the organizer is still on your site
Before and after LTC
What changes when every RFP gets a reply in minutes.
Before LTC
- RFPs wait 48 hours for a first reply
- Evening and weekend inquiries sit until Monday
- Details re-typed from emails into the PMS and templates
- Leads split across inboxes, voicemail and web forms
- Follow-ups depend on someone remembering
With LTC
- Every inquiry answered in about 4 minutes, 24/7
- RFP briefs built in seconds, ready for review
- Proposals drafted in your brand voice with your rates
- Every channel in one dashboard, each inquiry with an owner
- Follow-ups and site visit reminders booked automatically
4 minAverage first reply, down from 48h
+38%Close rate
1Queue for every channel
22hSaved per planner, per week
Figures reported by LTC. Results vary by venue, inquiry volume, channels and team setup.
Your untapped revenue
Put a number on every unanswered RFP.
Move the sliders to match your venue. You'll see the bookings slow replies cost you, and what LTC would cost at $25 per qualified RFP.
Bookings you could be winning back
$24,000/ month
- Inquiries lost or answered late 12 / month
- Extra events at your win rate 3 / month
- LTC cost, at most $1,000 / month
- Setup payback time 3 days
Illustrative estimate from the numbers you enter. It assumes the inquiries you lose today get a reply and convert at your usual win rate, and that every inquiry qualifies at $25. Results vary and are not guaranteed.
Connects with your stack
Live with Mews and Fiora, with more on the way.
LTC also connects your Gmail or Outlook inboxes, phone line, website chat and web forms. Tell us your stack on the demo and we'll confirm the fit.
M
Mews Live
The PMS for modern hotels and conference venues. LTC checks availability and room blocks directly.
F
Fiora Live
Booking and inquiries for meetings and events. RFPs flow straight into your Fiora pipeline.
On our connection list
- Oracle Opera
- Amadeus
- Salesforce
- HubSpot
- Twilio
Built for venues that sell meetings and events.
A great fit
- Conference hotels with a meetings and events sales team
- Conference centers and event venues that receive RFPs every week
- Venues quoting meeting rooms, day delegate packages and room blocks
- Teams where evening and weekend RFPs wait for a reply
Probably not a fit
- Venues that receive only a few event inquiries a year
- Hotels that sell rooms only, with no meeting or event space
- Teams looking to replace their sales staff with AI
- Hotels looking for a guest-service chatbot for in-stay requests
Pricing
One setup fee. Then $25 per qualified RFP.
After setup, you pay only when LTC captures and qualifies a real lead. No monthly minimums and no per-seat fees.
Step 1
Setup & integration
$2,000one-time
We connect LTC to your PMS and inbound channels, set up your proposal templates and train the AI on your venue.
- PMS integration (Mews today; Opera, Amadeus and others scoped on your demo call)
- Email, phone, chat and web form connections
- Proposal templates and brand voice tuning
- Team onboarding and handover
Step 2Pay for results
Pay per qualified RFP
$25per qualified RFP
You only pay when LTC captures and qualifies a real lead. No monthly minimums and no per-seat fees.
- Unlimited channels and users
- Unlimited drafted proposals
- Live dashboard and analytics
- Spam, duplicates and vendor pitches never billed
What counts as a qualified RFP? A genuine meeting, conference or event inquiry for your venue, from an organizer you can reach, with enough detail to start a proposal, such as dates, headcount or event type. Spam, duplicates, vendor pitches, job applications and changes to existing bookings are never billed.
Book a demo
See LTC handle an inquiry like yours before you commit. With no monthly fee, a quiet month means a small bill.
From venue sales teams
Sales teams that stopped chasing their inbox.
MLMaja L. · SEDirector of Sales
Conference hotel, 180 rooms · GothenburgPlaceholder
Conference hotel, 180 rooms · GothenburgPlaceholder
Most of our RFPs land late in the afternoon, right when the team is turning rooms over between meetings. They used to wait until the next morning. Now the organizer hears back within minutes, and I open a brief with dates, headcount and layout already filled in. I adjust the day delegate rate if needed and send the full proposal before dinner.
LHLars H. · SEHead of Conference and Events
Conference center, 20 meeting rooms · StockholmPlaceholder
Conference center, 20 meeting rooms · StockholmPlaceholder
A lot of our inquiries come by phone, often from assistants booking board meetings at short notice. Those calls used to end up on a notepad or in one person's memory. LTC turns each call into a written brief with the room layout, AV and lunch requirements listed. The right planner sees it straight away, and the follow-up is already in the calendar.
IAIngrid A. · NOSales Manager
Fjord hotel and conference venue, 150 rooms · BergenPlaceholder
Fjord hotel and conference venue, 150 rooms · BergenPlaceholder
I worried an AI would send something off-brand to clients we have worked with for years. It hasn't. Every proposal reaches me as a draft in our tone, with our packages, our menus and our wording. I approve it, change a line or two, and send. It also asks the organizer for the details we always end up chasing, like dietary needs and room layout.
TWTom W. · UKDirector of Sales
Golf and conference resort · SurreyPlaceholder
Golf and conference resort · SurreyPlaceholder
Corporate bookers send one RFP to several venues and shortlist whoever replies first with a real price. We used to lose that race on Fridays and bank holidays. Now the first reply and an availability check go out within minutes, and my team picks up the full proposal first thing.
DRDaniel R. · USGeneral Manager
Conference hotel, 260 rooms · DenverPlaceholder
Conference hotel, 260 rooms · DenverPlaceholder
The pricing model is what got me to say yes. We paid for setup, and after that we pay only for qualified RFPs, so the cost follows the business. Spam and vendor emails don't count. The dashboard shows every inquiry, who owns it and where it stands, which I never had before.
SASofie A. · DKMeetings and Events Coordinator
Conference center, 14 meeting rooms · CopenhagenPlaceholder
Conference center, 14 meeting rooms · CopenhagenPlaceholder
I used to spend my mornings copying details from emails into function sheets. Delegate numbers, dietary requirements, breakout rooms, the time of the afternoon coffee break. Now the brief is already structured when I open it, and it matches what we enter in Fiora. I spend that time on site visits and calling back the larger groups.
FAQ
Questions venues ask us.
Anything else? Bring it to the demo call and we'll answer it with your own inquiries on screen.
What counts as a qualified RFP?
A genuine meeting, conference or event inquiry for your venue, from an organizer you can reach, with enough detail to start a proposal, such as dates, headcount or event type. Spam, duplicates, vendor pitches, job applications and changes to existing bookings are never billed. If a charge looks wrong, flag it in the dashboard and we review it. If it isn't a real lead, it comes off your invoice.
Does the AI send replies on its own, or does my team approve them?
Both, and you set the rules. By default, LTC sends every organizer an instant acknowledgment with a summary and next steps, so each RFP gets a reply within minutes, day or night. Proposals stay drafts until your team reviews, edits and sends them. You can switch auto-acknowledgments off per channel, event size or inquiry type, and every message is logged in the dashboard.
How long does setup take?
It depends on your PMS and how many channels you connect, so we scope it on your demo call. Mews and Fiora connect directly. Our team connects your systems, loads your templates, packages and rates, and tunes the brand voice. Your planners only join for onboarding, and you get a start date and go-live plan before you commit.
Which systems does LTC connect to?
Mews (PMS) and Fiora (meeting and event bookings) are live today, along with Gmail and Outlook inboxes, your phone line, website chat and web forms. Opera, Amadeus, Salesforce, HubSpot and Twilio are on our connection list, and we scope anything else during setup. PMS integration is included in the $2,000 setup fee.
Which languages does LTC handle?
LTC reads inquiries, transcribes calls and drafts replies in Swedish and English, including threads that switch between the two. It answers in the organizer's language and keeps your brand voice in both. Need Norwegian, Danish, Finnish or German? Ask on your demo call and we'll tell you where support stands.
What happens when the AI doesn't know something?
It flags the gap and hands over. If an inquiry asks for something LTC can't confirm from your systems, such as a custom menu, an exclusive-use buyout or an unusual AV setup, it marks the question in the brief and routes it to the right planner. The organizer gets a holding reply. LTC is set up never to quote a price or date it can't confirm.
How does LTC handle data protection and GDPR?
LTC acts as a data processor under GDPR, and we sign a data processing agreement with every venue during setup. Inquiry data is used only to handle your venue's inquiries, and access is limited to your team. On the demo we walk through storage, sub-processors, retention and deletion, and we send documentation for your DPO or IT lead.
Will LTC replace our sales team?
No. LTC takes over intake, data entry, first replies and follow-up reminders. Your planners still run site visits, negotiate rates, build the BEO or function sheet and close the business. LTC's own figure is 22 hours saved per planner per week, and that time goes back into selling.
Book a demo
Be the first venue to reply.
Book a 20-minute demo. We run a sample RFP through LTC live, show you the brief, the drafted proposal and the dashboard, and work out the cost for your inquiry volume.
- We email you to pick a 20-minute slot
- We run an RFP like yours through LTC live, from inquiry to drafted proposal
- You leave with a setup plan, a cost estimate and your onboarding wave
Prefer email? Write to hello@leadtoconference.com
Book your 20-minute demo
Takes about 30 seconds. No payment details needed.
Your demo request is in.
We'll email you to pick a time, and tell you when the next onboarding wave starts. Keep a recent RFP handy if you'd like to see one like it handled on the call.
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