WhatsOS WhatsOS Your AI Business Messaging Platform

Travel & Hospitality · Sales

Event & Group Travel Enquiry

Prepare an event travel brief covering group size, destination and coordination needs.

For travel & hospitality teams handling sales conversations.

Example workflow
Discuss this workflow →

What this chatbot helps with

  • Prepare an event travel brief covering group size, destination and coordination needs.
  • Clarify event location before the team follows up.
  • Organise travel window, group size, coordination needs into a readable enquiry brief.
  • Explain what happens next and route exceptions to a person.
ILLUSTRATIVE CONVERSATION

A conversation with a next step

Hello, I have a question about event & group travel enquiry.
How many people are travelling for the event?
I’m enquiring about event location. Could your team help me understand the options and process?
Which transport and accommodation arrangements do you need? You can skip anything you would rather discuss with a colleague.
I’d prefer to discuss the details with someone.
Of course. With your permission, I can pass your enquiry and preferred contact method to our team. They’ll confirm the next step.

Illustration only. Questions and replies must be adapted to the business’s approved process.

How the workflow works

  1. 01

    Customer enquiry

    Identify sales intent and explain the scope.

  2. 02

    Relevant questions

    How many people are travelling for the event?

  3. 03

    Captured details

    Event location · Travel window · Group size · Coordination needs

  4. 04

    Next action

    Share the request with the responsible team for review and confirmation.

Information captured

Suggested fields to review during configuration. They are not automatically required.

  • Event location
  • Travel window
  • Group size
  • Coordination needs

Explain why a detail is needed, let the visitor correct it, and use the minimum information necessary. Ask permission before arranging a follow-up.

Knowledge to provide

  • Destinations and service inclusions
  • Office hours and consultant languages
  • Booking, cancellation and document guidance approved by staff
  • Approved answers to “How many people are travelling for the event?” and “Which transport and accommodation arrangements do you need?”
  • A named team responsible for event & group travel enquiry enquiries

Give each source an owner and a review date. Remove outdated instructions before the workflow goes live.

Integrations and limits

Group allocations, negotiated rates and contracts require consultant review.

Without that connection, the assistant can explain the approved process and collect a request for staff. It should state what is known, what is requested and what still needs confirmation.

When staff takes over

Multi-city groups, accessibility arrangements or contract discussions.

Also hand over when the visitor asks for a person, information is missing or the same question remains unresolved. Pass the enquiry summary with the handoff so the visitor does not have to start again.

Set up with your team

  1. Discuss the workflow. Share your sales process and review the fields above with WhatsOS.
  2. Connect your business number. Use the existing Meta connection flow in WhatsOS and complete the account setup.
  3. Prepare approved knowledge. Supply service information and agree on the handoff owner. Confirm which actions your configuration actually supports.
  4. Test before enabling. Try normal enquiries, missing details, a request for a person and multi-city groups, accessibility arrangements or contract discussions.
  5. Review live enquiries. Use the team inbox to handle follow-ups and improve unclear answers.

Questions about event & group travel enquiry

What does the team need from the first conversation?

Start with event location and travel window. Collect the other suggested details only if they help the next action. Which transport and accommodation arrangements do you need?

Can it complete this request automatically?

Group allocations, negotiated rates and contracts require consultant review. The catalogue is an example, not a claim that the integration is already enabled for your account.

Which situations need a colleague?

Multi-city groups, accessibility arrangements or contract discussions. Agree on the responsible team and response expectations before launch.

Can we change the questions?

Yes. Review these prompts against your travel & hospitality process. How many people are travelling for the event? may need a shorter form or additional context for your customers. Test changes with staff before enabling them.

Related workflows