Gamut
Bid & Proposal DrafterHospitality

Hospitality & Hotels Bid / Proposal Drafter Agent

Turn an inbound group RFP into a first-pass hotel proposal in minutes, not hours.

Updated

Connects with

OperaOperaCloudbedsCloudbedsCventCventGoogle DriveGoogle DriveSharePointSharePointSlackSlackGmailGmail
Download template

The problem it solves

Hotel sales managers lose hours per inquiry pulling room blocks, hunting down past contracts, formatting catering menus, and rewriting the same property overview. This agent drafts the first pass automatically, so your team spends its time pricing and closing instead of assembling documents from scratch.

Who it's for

  • Hotel sales managers handling group RFPs and meeting inquiries
  • Catering sales managers building F&B and event proposals
  • Directors of sales at full-service or select-service hotels
  • Group and event sales teams fielding 5-50 RFPs per month
  • Properties running Opera, Cloudbeds, or Cvent with a proposal library in Drive or SharePoint

What it does

  1. 1

    Ingest and parse the inquiry

    It reads the incoming group RFP, event brief, or meeting inquiry from Opera, Cloudbeds, Cvent, or email and extracts dates, room block, event space, F&B needs, and deadlines.

  2. 2

    Flag the blockers

    It surfaces hard requirements such as specific dates, minimum room block, or capacity that could conflict with business already on the books.

  3. 3

    Search your proposal library

    It pulls past contracts for the same client and similar event types, plus approved boilerplate, property overview, current rate cards, and catering menus.

  4. 4

    Draft the full proposal

    It assembles the cover letter, property overview, guest room block with group rate, meeting space, F&B packages, AV inclusions, concessions, and contract terms.

  5. 5

    Mark pricing placeholders

    Where rate card data is missing it inserts explicit placeholders rather than inventing numbers, so nothing unconfirmed slips into a client-facing document.

  6. 6

    Build the missing-info checklist

    It compiles a structured list of items to confirm before sending, split into must-confirm, should-verify, and differentiators to add.

  7. 7

    Deliver and notify

    It saves the draft and checklist to your output folder and pings the sales manager on Slack or email with the deadline, room block size, and top items to resolve.

Key benefits

  • Cut the time from inquiry to first draft from hours to minutes
  • Reuse your best-performing past contracts and approved boilerplate automatically
  • Never let unconfirmed pricing reach a client — placeholders flag every gap
  • Catch date conflicts with holds and booked business before they become a problem
  • Hand the sales team a ready-to-finalize draft plus a clear punch list
  • Keep proposals consistent across every sales manager and property

Sample use cases

A 120-room corporate conference RFP arrives through Cvent with a tight response deadline.

The agent parses the room pattern and meeting space needs, pulls last year's contract with the same client, drafts every section, and flags the three items to price before sending.

A wedding planner emails a catering-focused inquiry for a Saturday banquet.

It retrieves the seasonal catering menus, builds an F&B package and reception proposal, and marks per-person pricing that catering needs to confirm.

An inquiry requests dates that overlap a group already holding space.

The agent flags the conflict immediately so the sales manager can offer alternate dates instead of overcommitting the room block.

A repeat association client sends a similar meeting RFP to one held two years ago.

It surfaces the prior contract, reuses the proven concessions and terms, and notes which boilerplate is over 12 months old and should be verified.

Key integrations

  • Opera

    Property management system for group RFP intake, availability, and past reservation data.

  • Cloudbeds

    Hotel management platform for inquiry intake and availability lookups.

  • Cvent

    Event sourcing platform where meeting planners submit RFPs.

  • Google Drive

    Proposal library, rate cards, catering menus, and output folder for drafts.

  • SharePoint

    Alternative document repository for the proposal library and approved boilerplate.

  • Slack

    Delivery notifications to the sales manager when a draft is ready.

  • Email

    Inquiry intake and draft-ready notifications for teams that work over email.

Group and event business is won or lost on response speed, and most hotel sales teams are stuck rebuilding the same proposal from scratch every time an RFP lands. By reading the inquiry, reusing your strongest past contracts, and flagging every open question up front, the agent lets your managers spend their hours on rate strategy and relationships rather than document assembly.

Because it always cites the source document for reused content and marks anything older than a year for review, the drafts it produces stay accurate and on-brand — giving the sales team a dependable starting point for every hotel proposal they build.

Getting started

  1. Import the workspace into Gamut — Add this agent to your Gamut workspace to get started.
  2. Run the agent-onboarding skill — It interviews you about your property, RFP intake source, proposal library location, and delivery preferences, then writes your configuration.
  3. Give it a first task — Ask it to draft a proposal, for example: "Draft a proposal for Acme Corp — 80 rooms, two-day conference, March 10-12."

Frequently asked questions

What does this hotel proposal agent actually do?

It reads an inbound group RFP or meeting inquiry, drafts a complete first-pass hotel proposal — cover letter, room block, meeting space, F&B, and contract terms — from your past contracts and rate cards, and produces a checklist of what to confirm before sending.

Does the agent send proposals to clients without my approval?

No. It drafts only. Every proposal is saved to your output folder and routed to the sales manager to price, finalize, and submit. It never sends anything to the client on its own.

Which systems does it work with?

It pulls inquiries from Opera, Cloudbeds, Cvent, or email, searches your proposal library in Google Drive or SharePoint for rate cards and catering menus, and notifies your team over Slack or email.

How is this different from building hotel proposal packages by hand or with a generic template?

A generic template gives you blank sections to fill in. This agent reads the specific RFP, reuses your own past contracts and approved boilerplate for similar events, and flags exactly what is missing — so you start from a tailored draft instead of a blank document.

Will it invent prices or availability if the rate card is missing?

Never. It uses your rate cards and past contracts as the source of truth and inserts an explicit placeholder wherever pricing or availability is unconfirmed, so revenue management and catering can fill the gaps before the proposal goes out.

How much does it cost to run?

The template itself is free to import into your Gamut workspace. You connect your own property and document accounts during onboarding, so there are no added per-proposal licensing fees from the agent.