Introducing the Meetings Agent: AI That Helps Destination Sales Teams Spend More Time Selling

Every destination serves more than one kind of visitor.

The family planning a weekend getaway and the meeting planner organizing a 700-person conference are both valuable audiences, but they need very different experiences.

Our Visitor Experience Agent is built for travelers. It helps guests discover things to do, places to stay, and answers questions about your destination, instantly and around the clock.

Meeting planners are different. They're one of your highest-value audiences, and every inquiry has the potential to generate thousands of room nights and significant economic impact. Yet for many destination sales teams, the real work begins after that planner raises their hand.

The lead that never makes it to your sales team

Picture this: a planner named Rachel is scoping a 700-person conference. She finds your destination, likes what she sees, and clicks "Plan Your Meeting." Up comes the RFP form: twenty-some fields, most of them required.

She starts filling it in, but it's long, it's dense, and it feels like paperwork. A few fields in, she gives up and closes the tab. She was interested, and you'll never know she was there.

That's the quiet problem with the form. It's not that planners won't share their details, it's that a long, static form is an easy thing to abandon and an intimidating thing to start. The planners who do push through often rush it, leaving fields blank or dropping in "TBD," not because they're careless, but because a wall of empty boxes is a miserable way to answer questions.

And the submissions that do come through still aren't the finish line, they're the start of a manual scramble.

The problem was never the planner. It was the form, and everything after it.

Say Rachel powers through and submits. Her form drops into a shared inbox, and now the real work begins, none of it selling. Someone has to notice it. Someone has to figure out which rep owns it, by market and event type, and forward it along. That rep has to key the details into the CRM so nothing gets lost. Then, if anything's missing or unclear, comes the back-and-forth: another email, another day, another chance for Rachel to go quiet, or to book a call with the destination that already got back to her.

By the time the lead is routed, logged, and ready to pursue, days have passed. And Rachel sent that same RFP to six other cities the night she sent yours.

None of that work moved the deal forward. Sorting, routing, typing into the CRM, that's all just getting the lead to the starting line. It's overhead, and it lands on your most experienced people, the ones who should be talking to planners, not doing data entry.

So what if the same information were gathered in a way that felt effortless to the planner, and arrived on your team's side already organized and ready to route?

Rachel's night, the way it should go

Rachel lands on your site and starts by exploring, the way most planners do, chatting with your Visitor Experience Agent about the destination. Then she mentions she's considering it for a conference.

That's the moment everything changes. The conversation recognizes she's a planner, not a weekend tourist, and hands it off to the Meetings Agent. Instead of facing a wall of form fields, Rachel just answers a few questions, conversationally. It feels like talking to a helpful person who knows the destination, not filling out paperwork. The hurdle that made her want to quit is simply gone.

If she's not ready to finish tonight, that's fine, it saves what she's shared and lets her pick up where she left off. And when she's done, your sales team instantly receives a complete, organized lead, contact details, event specifics, and the full context of the conversation. Your rep's first conversation with Rachel gets to be a real one, about her event and your destination, instead of chasing a submission that never came or untangling one that did.

That's the Meetings Agent. It gives each of your audiences the experience they actually need, and it turns the moment of interest into a lead your sales team can actually use.

See it with your own destination

Every destination's meetings pipeline is a little different, which is why this is worth a real conversation. The best way to understand the Meetings Agent is to see it working alongside your Visitor Experience Agent, on the questions your planners actually ask.

Book a demo and we'll show you how much of your team's week you could get back.

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