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Frequently Asked Questions
Meet Mia
What is Mia?
Mia is an AI super-assistant built specifically for hospitality event teams. She works alongside your team throughout the event-sales journey, helping engage new inquiries within seconds, gather and confirm event details, answer guest questions, qualify opportunities, schedule calls and tours, keep your CRM updated, follow up with guests and bring in the right team member when a human touch is needed. Think of Mia as an extra set of hands for your event team, available 24/7.
Are well-known hospitality groups actually using Mia?
Yes. Leading restaurant and hospitality groups use Mia to help their event teams respond faster, stay on top of more opportunities and book more business. Clients include Lettuce Entertain You, TAO Group, FB Society, Cameron Mitchell, Dave & Buster's, Hard Rock and many others. Feel free to view our customer stories.
Is Mia basically a chatbot?
No. A traditional chatbot sits on a website waiting for someone to start chatting. Mia proactively assists your event team once an inquiry arrives. She can engage the guest by SMS within seconds, gather missing information, answer questions, qualify the opportunity, schedule the next step, update your CRM and help with follow-up throughout the sales process. She’s not a chatbot. She’s an AI super-assistant for your event team.
Does Mia replace our event coordinators?
No. Mia is built to make great event professionals even better. She helps take repetitive, time-sensitive work off their plates: instant responses, nights and weekends, routine questions, information gathering, scheduling, CRM updates and follow-up. Your event professionals still do what people do best: build relationships, give tours, make recommendations, negotiate, close business and create exceptional events. Mia gives them more time to do it.
How does Mia make life easier for our event team?
Think of Mia as a super-assistant who never forgets to follow up, doesn’t mind working nights and weekends and can assist with hundreds of conversations at once. Instead of starting the day with unanswered inquiries, incomplete lead information and a long list of guests to chase, your team can start with guests already engaged and opportunities further along. Mia handles the repetitive work. Your event professionals focus on the relationship.
What types of venues use Mia?
Mia is built for restaurants and restaurant groups, hotels and resorts, bars and lounges, eatertainment concepts, breweries and wineries, golf and country clubs, and event venues of all kinds. If you have an event team handling inbound private-event or group inquiries, Mia can help.
Our team already responds quickly. What does Mia add?
Speed is only the beginning. Mia gives your team consistent 24/7 coverage and helps with everything that happens after the first response: guest questions, discovery, qualification, scheduling, CRM updates, routing and follow-up. The goal isn’t to change what your event team does well. It’s to supercharge it.
How Mia Helps Your Event Team
What happens when a new event inquiry comes in?
Mia can engage the guest by SMS within seconds, 24/7. She already knows what the guest submitted, so she doesn’t make them repeat themselves. She confirms what’s there, fills in what’s missing, answers questions and learns more about the event. By the time your event professional steps in, they can have a much more complete picture of the opportunity.
How does Mia help qualify event leads?
Mia helps with the discovery work your team would otherwise have to do manually. She can gather the event type, date, guest count, timing, budget, food and beverage needs, AV requirements, dietary considerations and whatever other information matters to your team. You decide what information your team needs. Mia helps gather it so your event professionals can focus their time where it matters most.
Can Mia answer questions about our venues?
Yes. Mia learns the details of your business, including your venues, private-event spaces, capacities, menus, amenities, policies, FAQs and other information you provide. That lets her help with the repetitive questions your team answers every day while giving guests fast, consistent information. If Mia doesn’t know something with confidence, she brings in your team rather than guessing.
Can Mia route different leads to different people?
Yes. Mia can help route inquiries according to the way your organization actually works. Routing rules can account for venue, market, event type, party size or other criteria you establish, helping get each opportunity to the right event professional.
Can Mia help guests find another one of our locations?
Yes. This is especially powerful for multi-location hospitality groups. If the original venue isn’t available or isn’t the best fit, Mia can help identify another location in your portfolio that may work for the guest. Instead of losing the opportunity, your event team gets another chance to keep the business within the group.
Can Mia schedule calls, Zoom meetings, tours and walkthroughs?
Yes. Mia connects with your team’s calendars and helps coordinate the scheduling process. She can find appropriate availability, work out a time with the guest, book the call or tour and send the calendar invitation. Your event professional gets a confirmed meeting on their calendar without all the back-and-forth.
Does Mia work with Google and Microsoft calendars?
Yes. Mia supports Google and Microsoft calendar environments and can work with your team’s actual availability. Your team controls working hours, availability and other scheduling rules.
What happens when a guest stops responding?
Mia helps take the chasing off your team’s plate. She can follow up according to your rules, helping make sure good opportunities don’t disappear simply because an event professional was busy with tours, proposals or live events. Your team can stay informed and step in whenever their personal attention is needed.
Can Mia follow up on proposals, contracts and deposits?
Yes. Mia can help your team stay on top of outstanding proposals, contracts and deposits by following up with guests according to your workflow. She handles the repetitive chasing while your event professionals focus on selling, building relationships and servicing events.
What happens to leads that aren’t ready to book yet?
They don’t have to disappear into your CRM. Mia can help nurture opportunities over time and re-engage past inquiries when the timing may be better. She can also help reconnect with previous event guests who may be ready to plan their next event, helping your team get more value from demand you’ve already generated.
Can Mia help after an event?
Yes. Mia can follow up after an event to collect guest feedback and, where appropriate, help turn happy guests into reviews. Your team gets a consistent post-event touchpoint without another task on the coordinator’s to-do list.
Can Mia create branded event menus?
Yes. Mia can help create polished, branded physical menus customized for individual events. It’s another repetitive event-preparation task Mia can help take off your team’s plate while keeping the finished product consistent with your brand.
Your CRM & Existing Technology
Does Mia integrate with Tripleseat?
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Yes. Mia integrates directly with Tripleseat and works alongside the workflow your event team already knows. Leads can continue flowing into Tripleseat just as they do today. Mia helps engage and enrich those opportunities, and her conversations and the information she gathers can be available to your team within their existing workflow. No ripping out your CRM. No forcing your event team into an entirely new process.
Does Mia integrate with Salesforce?
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Yes. Mia integrates with Salesforce, allowing event teams using Salesforce to bring Mia’s conversations, event details and lead intelligence into the CRM they already use. Mia is designed to enhance your team’s existing workflow, not force your team to work around her.
What if we use another CRM?
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Mia is designed to work with the systems hospitality event teams already use. In addition to Tripleseat and Salesforce, Hermetic AI can support other CRM environments and workflows depending on your setup. Tell us what you’re using and we’ll show you how Mia can fit in.
What does “lead enrichment” mean?
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The inquiry a guest initially submits is often incomplete, and the details frequently change once a real conversation begins. Maybe 40 guests becomes 60. Maybe they forgot to mention AV, dietary requirements or that they’re considering a full buyout. As Mia talks with the guest, she can capture what she learns, fill in missing information and update changing details. Your event professional can start with a richer, more accurate picture of the opportunity instead of having to uncover everything from scratch.
Do we need to change our website or event inquiry forms?
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No. Mia is designed to plug into your existing lead flow. Your website and inquiry forms can stay in place, and your team can continue working from the systems they already know. Mia works around your event team, not the other way around.
Can Mia capture inquiries from The Knot, WeddingWire and other lead sources?
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Yes. Mia can help capture inquiries from third-party lead sources and bring them into your event-sales workflow without requiring your team to manually re-enter every lead. That means more of the inquiries you’re already generating can receive the same fast, consistent attention.
Where do Mia’s conversations live? Can our whole team see them?
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Your team has full visibility. Conversations and the information Mia gathers are available in the Hermetic AI dashboard and, with supported integrations, inside the systems your event team already uses. That means when an event professional steps in, they can see what’s already been discussed instead of making the guest start over.
The Guest Experience
How does Mia communicate with guests?
Primarily through SMS. A guest submits an inquiry as they normally would and can receive a friendly text from Mia within seconds. The conversation continues naturally on their phone, with no app to download, portal to visit or login to remember. Mia can also help your team capture private-event inquiries by voice.
What is Voice Mia?
Voice Mia helps your event team capture opportunities that come in by phone. When someone calls your private-events line, Voice Mia can answer 24/7, gather the important event details and create an actionable lead for your team. The conversation can then continue by SMS, giving your event professional the information they need without every phone call having to interrupt service or go to voicemail.
What happens if someone calls while our team is busy or the venue is closed?
Voice Mia can answer, gather the inquiry information and help make sure the opportunity isn’t lost simply because nobody was available to pick up. Your event professional can come back to a lead with the guest’s information and context already captured.
Does Mia pretend to be human?
No. Mia communicates naturally and conversationally, but she doesn’t pretend to be something she isn’t. If a guest asks whether she’s AI, she’s transparent about it.
Will Mia text guests in the middle of the night?
Only if you want her to. Communication timing and quiet hours are configurable. Some event teams want Mia engaging inquiries around the clock because so many private-event leads arrive after hours. Others prefer specific communication windows. Your team sets the rules.
Does Mia handle regular dining reservations?
Mia is purpose-built to assist with private events and group business. If an inquiry is really a standard dining reservation, Mia can help direct the guest to the appropriate reservation path rather than unnecessarily involving your event team.
Your Team Is Always in Control
What happens when Mia doesn’t know an answer?
She doesn’t guess. Mia can bring in your team when a question requires information she doesn’t have or the judgment of an event professional, while helping keep the guest engaged in the meantime. Your team remains the expert. Mia is there to support them.
How do you prevent Mia from making things up?
Mia works from venue-specific knowledge, defined rules and guardrails. When reliable information isn’t available or something requires human judgment, she can defer to your team rather than improvising. Your team can also review conversations and provide feedback to continually improve how Mia supports your operation.
Can our event team jump into a conversation?
Absolutely. At any time. Your team can see conversations, step in and communicate directly with the guest whenever they want. Mia is there to assist your event professionals, never stand between them and their clients.
How do human handoffs, escalations and notifications work?
Mia helps get the right person involved at the right time. When something needs human attention, she can alert the appropriate team member and give them the conversation context and information she’s already gathered. Instead of your event professional starting from scratch, they can step into an informed conversation and take it from there.
Can we control what Mia says about pricing, minimums and availability?
Yes. Your team determines how Mia handles pricing, food and beverage minimums, availability and other important information. Different venues can have different rules, and situations requiring judgment can be handed to your team. Mia adapts to your operation, not the other way around.
Can we keep Mia away from VIPs, repeat clients or certain guests?
Yes. You can establish rules for guests, companies or relationships where you want your event professionals to personally handle the conversation from the beginning. Mia is there to enhance hospitality, not get in the way of it.
Our events are complicated. Can Mia really help?
Absolutely. That’s where a great assistant can be most valuable. Mia helps with the repeatable work surrounding complex event sales: immediate responses, information gathering, routine questions, routing, scheduling, CRM updates and follow-up. Your event professionals handle the parts requiring experience, creativity, judgment and relationships. Mia helps give them more time for exactly those things.
Enterprise, Security & Getting Started
Is Hermetic AI SOC 2 compliant?
Yes. Hermetic AI has completed a SOC 2 Type I examination, an independent report on the design of our security controls. Security, data protection and operational controls are foundational to how we’ve built Hermetic AI. For hospitality groups evaluating Mia, this means you’re working with a technology partner that has invested seriously in the controls and processes required to support important business workflows. If your IT, security or procurement team needs documentation as part of its review, our team can provide it.
Is Mia built for enterprise hospitality groups?
Yes. Mia is designed to support sophisticated, multi-location hospitality organizations with different venues, teams, workflows and operating rules. That includes CRM integrations such as Tripleseat and Salesforce, configurable routing and scheduling, location-specific knowledge and rules, human handoffs and controls, and enterprise-grade operational processes backed by Hermetic AI’s SOC 2 Type I examination.
Will our event team have to learn another platform?
Mia has a dashboard for visibility and control, but she’s designed to work with the tools your team already uses. With integrations such as Tripleseat and Salesforce, Mia can assist your team while information flows into their existing CRM workflow. The goal is fewer things for your event professionals to manage, not more.
What does onboarding look like?
A dedicated onboarding specialist works with you to configure Mia around your venues, event information, team structure, routing rules, scheduling preferences, escalation rules and other workflows. We do the heavy lifting and help make the transition easy for your event team.
Can different locations have different rules?
Absolutely. Each location can have its own event information, team, routing logic, scheduling preferences, pricing guidance and operating rules. Mia is built to support the realities of multi-location hospitality groups rather than forcing every venue into the same workflow.
Can we start with a few locations before expanding?
Yes. Groups can begin with a subset of locations, see how Mia works alongside their event teams and expand from there. We can structure the rollout around the needs of your organization.
How much does Mia cost?
Pricing is custom to each organization, based on the number of locations and the scope of the rollout. Talk to us about your portfolio and plans and we will put together the right structure for your group.
Can I see real conversations Mia has had?
Yes. We publish real, anonymized Mia conversations at hermetic.ai/see-mia-work. Each one started with an inquiry on a venue's website and plays back message by message: after-hours replies, qualification, tour booking, handoffs to the team and follow-up. Guest and venue names are changed. The message text is otherwise verbatim.
What’s the best way to understand what Mia could do for our event team?
See her in action. We’ll show you how Mia can fit into your actual event-sales workflow, from the moment an inquiry arrives through discovery, qualification, scheduling, CRM enrichment, follow-up and handoff to your team. Mia isn’t there to replace the hospitality your event professionals provide. She’s there to supercharge them.
