Laying the foundation for lead distribution and future integrations
Centralized Lead Distribution
Event Temple lacks functionality for central sales teams to receive and manage incoming leads without associating them with a specific organization, limiting how hotel chains can distribute business inquiries across their properties.
Lead Conversion
Requests are frequently sent to multiple properties for bidding, but only a selected few are awarded the business. The platform does not currently support converting awarded requests into bookings, creating unnecessary friction in the sales process.
Market Focus
As Event Temple shifts its focus toward serving hotel chains over independent hotels, the ability to support centralized lead distribution is critical to meeting the needs of its target customers.
Future Scalability
This solution serves as a blueprint for future integrations with third-party platforms like Cvent and Group360, which allow event planners to send RFPs directly to hotels.
To better understand the existing landscape, I studied two prominent platforms:
MeetingBroker
MeetingBroker acts as a middleman between event planners and hospitality sales teams, funnelling leads to hotels and facilitating communication. While functional, this solution introduces several pain points:
Middleman Complexity
An additional layer between planners and hotels makes the process less seamless.
Tech Stack Overhead
Managing leads across multiple systems adds operational complexity.
Limited Compatibility
MeetingBroker only integrates with Amadeus Sales & Event Management - Standard & Essentials (ASEM), excluding hotels using other systems.
Cvent
Cvent offers a more sophisticated end-to-end solution that caters to both event planners and hoteliers. I learned how the platform handles the entire RFP lifecycle:
1. Event planners submit RFPs to multiple hotels.
2. Hotels review requests, draft proposals, and submit bids.
3. Event planners evaluate proposals and award or reject business.
However, Cvent relies on external integrations to convert awarded proposals into bookings—adding yet another layer of complexity.
Facilitating Back-and-Forth Communication
To enable a seamless lead passing process between central sales teams and organizations, I designed the flow to mirror how leads naturally move through the sales pipeline. The solution defines how leads should be distributed to properties and how organizations respond to requests.
Leveraging Existing UX Patterns
Rather than introducing entirely new components, the solution relied on existing interaction patterns. This approach ensured the new functionality felt like a natural extension of the product while accelerating the implementation process.
Designing for Scalability
Although the MVP focused on the lead passing flow, I made deliberate design decisions to future-proof the solution. The data structure was designed to support seamless conversion of awarded requests into bookings—even though this feature was deferred to a future phase. The architecture also anticipated future integrations with third-party lead channels like Cvent, emails, and intake forms without requiring significant redesigns.
Central Sales Office
Create Request for Proposal (RFP)
Respond to Proposal
Sales Rep.
Respond to RFP
Respond to awarded Proposal
Simplifying Complexity
Boiling down a complex process into a simple, intuitive flow was critical in meeting both user needs and tight timelines. This experience highlighted the importance of prioritizing what matters most to users rather than trying to account for every edge case upfront.
Implementing Over Prototyping
To enable a seamless lead passing process between central sales teams and organizations, I designed the flow to mirror how leads naturally move through the sales pipeline. The solution defines how leads should be distributed to properties and how organizations respond to requests.
Laying the foundation for lead distribution and future integrations
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