Private events are some of the highest-value bookings you have-rehearsal dinners, birthdays, off sites, full buyouts. They fill the calendar, drive premium spend, and create repeat guests.
But the reality behind the scenes is rough:
• Inquiries show up across forms, inboxes, and social
• Staff juggle service and sales at the same time
• Follow-ups slip, and leads quietly disappear
Guests expect fast, clear communication. If you’re not the first to respond-or the easiest to work with-you’re losing business you’ve already earned.
That’s why Hermetic AI built Mia: an AI agent that engages, qualifies, and advances every private-event inquiry automatically, so your team can focus on delivering the experience, not chasing the inbox.
Even well-run teams struggle with the same bottlenecks.
An AI agent like Mia acts as a dedicated private-events coordinator who never sleeps and never forgets.
1. Instant lead engagement: The second a guest submits a form or inquiry, Mia responds via SMS:
• Acknowledges the request and event type
• Asks smart follow-up questions (date, guest count, budget)
• Sets expectations on next steps
You become the venue that answered first-and answered well.
2. Smart, on-brand qualification: Mia is configured around your rules:
• Minimums and capacities
• Event types you accept
• Available spaces and time slots
She can check basic fit, offer alternative options when the first choice isn’t possible, and flag high-value or urgent leads for your team. By the time a human steps in, they’re looking at a clear, structured lead-not a vague “we want to do something in June.”
3. Easy scheduling for tours and calls: Once a guest is serious, getting time on the calendar shouldn’t be the hard part. Mia shares real-time availability, lets guests self-book directly from a link, and sends confirmations and reminders automatically. No more multi-email ping-pong just to set a walkthrough.
4. Reliable, polite follow-up: Mia handles the follow-through your team wishes they had time for: checking in after a tour or tasting, nudging guests who’ve gone quiet after a proposal, and reminding people about deadlines or popular dates. Tone and timing are tuned to your brand, so it feels like a thoughtful coordinator-not a robotic sequence.
5. Long-term nurture for “not yet” leads: When someone says, “Not this year,” that doesn’t mean “never.” Mia can tag the lead by event type and timing, reach out ahead of likely repeat events, and share new packages or promos when the timing makes sense.
Restaurants & bars use Mia to handle large-party and buyout requests instantly and hand qualified leads to events managers.
Hotels & resorts use Mia to capture group room blocks plus event-space requests, gather headcount and agenda, and book tours without manual back-and-forth.
Dedicated event & unique venues use Mia to give couples and planners immediate answers about capacity, pricing, and available dates, schedule tours at peak interest, and follow up after walkthroughs consistently.
Hermetic AI is built specifically for hospitality and event-driven sales. With Mia, you get:
• Instant engagement on every inquiry
• Automated qualification using your real constraints
• Integrated scheduling for tours and calls
• Persistent follow-up and nurture via SMS
• Visibility into response times, conversion rates, and lead sources.
Your team creates the magic: the walkthroughs, the menu tastings, and the special touches on event day.
AI doesn’t replace any of that. It clears the path for it.
Mia takes over the repetitive, time-sensitive work-replying, qualifying, scheduling, nudging-so your people can focus on the human moments that actually matter.
More inquiries answered. More tours booked. More contracts signed. Same team. Less chaos.
