What AI tells event planners about your hotel

The short answer: planners ask AI for venues that fit a specific brief, such as delegate numbers, meeting space, bedrooms and budget, and the assistant recommends the venues whose websites and listings state those facts. A hotel with excellent meeting rooms can be left out simply because its capacities, day-delegate rates and bedroom numbers aren't written anywhere AI reads.

How planners ask

• "Which hotels near Barcelona can host a two-day offsite for 20 with a separate meeting room and good dinner?"
• "Where can I hold a board meeting for 12 in a country house within an hour of London?"
• "Which Scottsdale resorts could do a corporate golf day for 30 clients with private dining?"

They ask on behalf of someone else and need a defensible shortlist fast, so they favour venues whose facts are easy to confirm.

Why venues get left out

• No capacity chart on the site. Theatre, boardroom, banquet and cabaret numbers per room are what planners filter on.
• No day-delegate or package pricing. Even "from" prices help AI match the budget.
• Bedrooms not stated. For residential events, the number of rooms decides the shortlist.
• Missing from meetings directories and the event sites AI cites.
• Unclear access. Distance from the airport and station, parking, transfers.

What to publish

A meetings and events page with a capacity chart per room, floor plans, day-delegate and residential packages with "from" prices, AV and catering, bedroom numbers, travel times, and an enquiry form that says how fast you reply. Then check your listings on the meetings platforms that serve your market.

Questions

Do event planners really use ChatGPT?

Increasingly, for the first shortlist: it's faster than searching page by page. The final choice still involves site visits and proposals, but you have to be on the shortlist first.

Is a PDF events brochure enough?

No. Keep the brochure, but put the key facts on a web page as text, so assistants can read them.

Can I see what AI says about my venue to planners?

Yes. Choose Conferences and meetings or Corporate events as target groups and your report shows your score, who wins those planners instead, and why. Start with the free check.