The couple that emails at 10pm books with whoever replies first.

Prodesignr builds an AI front desk for wedding venues, conference centres, event halls, hotels and sports and leisure centres. It answers every enquiry by phone, website and email, checks real availability, holds dates, books show-rounds and rooms, and handles changes and refunds within the policy you set. Your events team decides the deal; the agent makes sure they get to.

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Quotes only from your price list. Availability only from your system. Card details never taken over the phone.

The Orchard Barn · Saturdays in June

6 JunBooked

13 JunFree

20 JunBooked

27 JunFree

Enquiry

Guests

Budget

Show-round

Hold

Website form · 10:04pmHi! We’re looking at June next year for around 120 guests. Is the barn available on a Saturday?

Orchard Barn assistantCongratulations! For 120 guests we have Saturday 13 June and Saturday 27 June free. Our Saturday packages start at £9,800 for 120. Would you like to come and see the barn? This week we have Tuesday 4pm or Thursday 6pm.

ReplyThursday please. Could you hold the 13th while we visit? Budget is around 10 to 12k.

AssistantDone. Thursday 6pm with Sam, our coordinator. I’ve placed a 7-day hold on 13 June; it releases automatically on the 21st unless you confirm. Directions and the brochure are on their way.

Show-round booked · 13 June held to 21st · brochure sent · Sam notified

Four places enquiries die. One agent that keeps them alive.

Venue and hotel enquiries are high value and impatient. Most are lost in the hours between the enquiry and the first human reply.

The slow first reply

A wedding or conference enquiry sent at 10pm, answered at 11am the next day, has already been answered by three other venues.

What the agent doesReplies within a minute with real availability for the dates asked, the right package information, and a show-round offer. Books it in the same conversation.

Dates that were never held

"We'll hold it for you" said on the phone and forgotten. Or a hold that expired with no one chasing the deposit.

What the agent doesPlaces holds in your booking system with an expiry, reminds the client before it lapses, chases the deposit with a payment link, and releases or confirms the date. Nothing sits in someone's head.

Show-round and viewing no-shows

The couple who booked a tour on Tuesday and didn't turn up, because nobody reminded them and it was easy to forget.

What the agent doesConfirms, sends directions and parking, reminds the day before with a reply required, reschedules if they can't make it, and asks for feedback after.

Changes, cancellations and refunds

The 5-a-side team cancelling Saturday, the room booking moving a night, the party of 12 becoming 15. Each one is a phone call at the wrong moment.

What the agent doesApplies your cancellation and refund policy exactly, moves or refunds where allowed, releases the slot to the waiting list, and passes anything outside policy to a manager.

Three kinds of front desk. Each with its own rules.

A wedding coordinator, a hotel receptionist and a leisure centre desk answer different questions. The agent is built for the one you run, or all three if you run them under one roof.

Venues and events

Weddings, conferences, private events, halls

Enquiry to show-roundGuest numbers, dates, budget band and style captured; availability checked; a show-round booked with the coordinator.
Date holds and depositsHolds with expiry, deposit links, reminders, release or confirm.
Package and pricing questionsAnswered from your published packages, never improvised.
Supplier and detail chasingFinal numbers, dietary lists, running orders, supplier insurance, chased before your deadlines.
Post-event follow-upThank-you, feedback and reviews at the right moment.

Hotels

Reception, reservations, groups and events

Direct bookings by phoneCallers who would have booked through a commission-charging site are booked direct, with a payment link, not a card number read aloud.
Reservation changesDates moved, rooms upgraded, late check-in noted, within your policy.
Group and event enquiriesRoom blocks, meeting rooms, dinners: captured and passed to the events team with a booked call.
Guest questions before arrivalParking, breakfast times, check-in, accessibility, local directions, from your approved information.
Overflow when reception is busyCalls answered while the desk is checking in a coach party.

Sports and leisure

Pitches, courts, classes, memberships

Bookings, changes and refundsPitches, courts, lanes and classes booked and moved; refunds only where your policy allows.
Waiting listsA cancelled Saturday slot offered to the next team in minutes.
Membership sign-ups and lapsesJoining questions answered, lapsed members contacted at the interval you set.
Class and coaching enquiriesAvailability, age groups, prices and trial sessions, booked directly.
Opening hours and facility statusPool closures, court maintenance, holiday hours, from your live information.

It sells what you've told it to sell, and nothing else.

A venue's reputation is made in the details. The agent is built to be precise about the few things that can go wrong.

Availability from your system only: It never confirms a date, room or slot that isn't free in your booking system, and it never double-holds.
Prices from your list only: Packages, room rates and pitch fees come from what you've published. No discounts, no negotiation; anything like that goes to your team.
Refunds within policy only: Your cancellation terms are the rules. Inside them, it acts. Outside them, it passes to a manager with the case summarised.
No dietary or allergen assurances: It records requirements and passes them to your kitchen. It never confirms that a dish or menu is safe.
Card details never over the phone: Payments and deposits are taken by secure link. The agent doesn't ask for or hear card numbers.
Complaints and incidents go to a person: A guest complaint, an injury, a safety concern or a distressed caller is handed to your duty manager immediately, with the transcript.
Guest data under UK GDPR: Identity checked before a booking is discussed, data held in the UK, retention set to your policy.

Venues expecting 200 or more people: the Terrorism (Protection of Premises) Act 2025 is expected to commence in Spring 2027. Alongside the front-desk agent, we offer a readiness record that keeps your procedures, staff briefings and drills documented and logged. It doesn't write your procedures or assess your risk; your security advisers do that. Ask us about it at the demo.

Questions general managers ask us.

Will couples and clients mind talking to an AI about their wedding?

They mind waiting 14 hours for a reply far more. The agent introduces itself as the venue's assistant, answers the practical questions and books the show-round; your coordinator takes it from there. Every conversation is handed over with the details already captured.

How does it know what's available?

It reads your booking, property management or leisure system in real time and only offers what's free. Holds and bookings are written back so nothing can be double-sold.

Can it take a deposit or payment?

It sends a secure payment link and confirms when payment arrives. It never asks for card details by phone or chat.

What if a guest wants to negotiate or asks for a discount?

It explains the published pricing and offers to have your team call them. Discounts and negotiation stay with people.

Can it run our hotel reception overnight?

It can answer calls, take direct bookings, handle reservation questions and pass anything urgent to your night staff or duty manager. It doesn't replace in-person duties.

Does it handle dietary requirements?

It records them accurately and passes them to your kitchen and events team. It never confirms that a menu is safe for an allergy; that stays with your chef.