Your Questions, Our Answers

Airplate is a sales platform for event requests. Each request your RFP form receives becomes a proposal priced from your own packages and pricing rules, then a contract signed online, with every step on one timeline. Airplate is built for:
• Hotels with an events & banqueting department
• Conference & business centres
• Venues with event spaces

Airplate's unique advantage lies in its specialized focus on automating the sales process for the event industry. Unlike general management tools, Airplate offers:
• Proposals priced from your own packages and pricing rules
• Contract sending and online e-signature through Documenso (EU-hosted)
• A conflict check against your own bookings before anything is sent
• Apaleo integration (certification in progress)
• User-friendly interface accessible to professionals of all technical skill levels
• Solutions tailored to address the specific needs of event professionals

Pricing rules: a percentage up or down for the dates and event types you choose
Operational Efficiency: Automate repetitive tasks in the RFP and contract process
Consistent Responses: every enquiry answered with your own packages, prices and branding
Dashboard and KPI page: your requests by status, win rate, revenue and monthly trends
Conflict check: a request that clashes with one of your bookings waits for your review

Airplate transforms the traditional event sales workflow by:
• Creating a customizable RFP form that can be shared across your sales channels
• Automating personalized proposal generation based on client requirements
• Streamlining contract creation and electronic signature collection
• Keeping every request's status on one timeline
• Showing your requests, contracts and revenue on a dashboard and a KPI page

Yes. The dashboard and the KPI page show:
• Your requests by status
• Win rate, revenue and average deal value
• Time to first contract and to signature
• Monthly trends, filtered by date range and event type
Your client list can be exported as a CSV file.

Getting started with Airplate is simple:
• Sign up through our website or contact our sales team for a personalized introduction
• Complete your account setup by registering your offer details
• Apaleo integration (certification in progress): connect it once it is available to you
• Connect your own Stripe account and clients pay the deposit by card; the money goes straight to your account
• Link your online scheduling tool (Calendly) for client meetings
• Activate your account (the Airplate team reviews and activates it)
• Start sharing your custom RFP form across your sales channels

Navigate to Settings → RFP Forms to see all your forms as cards showing status, language, and submission count. Click any form to open its Form Hub with five sections: Questions (customize what guests answer), Brand Design (logo, colors, fonts), Booking Link (shareable URL and stats), Image Library (upload and organize images), and Settings (language, deposit, terms, packages). Everything about your form is managed from this single hub page.

Yes! By default, all forms share the same global questions. To customize, open a form's hub page, click Questions, then click "Customize Questions for This Form". This creates an independent copy you can edit without affecting other forms. You can always reset back to global questions.

Open your form's hub page and click Booking Link. Your unique URL is displayed with a copy button. You can label the link with the channel you share it on: Email Signature, Website, Facebook, Instagram, LinkedIn or All Channels.

Once your account is set up with your selected offers, the Airplate team reviews and activates it and replies by e-mail. This timeline ensures we properly tailor the system to meet your specific business needs, creating a smooth and efficient integration process.

Yes, Airplate is versatile and scalable, designed to manage events of any size—from small gatherings to large-scale conferences. Our platform adapts to your event's specific requirements, and you can customize which event types and conditions Airplate should handle automatically.

No, we do not take any commission on your event bookings. Our pricing model is completely transparent, with costs based solely on your chosen subscription plan and any optional services you select.

The first contract sent for a booking counts as one contract; revisions of that contract do not. Sending or updating a proposal does not count. When you reach your plan's limit, sending pauses until you buy extra contracts or change plan.

Support is by email and support ticket:
• Email: [email protected]
• Support tickets from the Help Center in the app
• The AI assistant in the app, which answers from the documentation
• Documentation at airplate.ai/docs

You can easily publish your Airplate RFP form across various channels:
• Website: Embed the form on your site or add a button linking to it
• Social Media: Share the RFP form link with a call-to-action (e.g., "Book Your Event" or "Request an Offer")
• Email Signature: Include a hyperlink to your form with a clear call-to-action
• Custom Buttons: Use website or email editing tools to insert HTML/CSS for branded buttons

Airplate assigns the first free event space from your priority list, allowing for set-up buffers and combined rooms. It does not forecast demand or optimise occupancy. If no space is free, the request waits for your review instead of being answered.

Airplate checks each new request against your own bookings in Airplate: the same event space at an overlapping time, set-up buffers included. When your Apaleo account is connected, the event-space holds in Apaleo are checked as well (Apaleo integration: certification in progress). A request with a conflict is not answered automatically: it waits for your review, and its booking page shows the conflict.

What is measured today:
• Airplate is hosted by DigitalOcean in Frankfurt, Germany (data centre FRA1); e-mail goes through Mailgun's EU region
• Connections are encrypted in transit (HTTPS)
• AI Assistant prompts, which can include client details, are sent to Moonshot AI (Kimi models), outside the EU, to generate each reply
• Team members have roles that limit what they can change
• Requests to access, correct, delete or receive a copy of personal data are made at airplate.ai/privacy-request and handled manually by the Airplate team
Airplate holds no security or privacy certification.

The offers sent to your clients through Airplate strictly adhere to your Legal and Sales Terms & Conditions, including cancellation and deposit policies. In the event of a dispute between you and a client who has contracted through Airplate, we do not enforce any Terms & Conditions regarding your offer. All legal issues are managed directly by you, as Airplate serves as a technology provider rather than a legal intermediary.

• E-mails to your clients are sent through Mailgun's EU region, under the sender name you set in Settings
• Sending from your own domain is not available yet
• E-mail is not metered: no plan has an e-mail quota, and there is nothing extra to buy

Yes. When you share a proposal link, you can enable planner actions so the client can either accept the offer online or submit a counter-offer — a message with an optional requested total — without leaving Airplate. You're notified of each counter-offer and can accept, reject, or counter back from the submission's action menu, and every step is recorded in the activity timeline. A counter-offer is a negotiation request, not an automatic price change: when you accept one, you apply the agreed price through the normal edit flow, and the binding contract is still signed through the standard e-signature process.

Yes. Proposal expiry is optional and off by default. When you set a "valid until" date on a submission, the public proposal link automatically stops accepting actions after that date — the planner sees an "expired" message instead of the accept and counter-offer buttons. You can change or clear the deadline at any time, and each change is logged in the activity timeline.

Yes. Every proposal has a secure, shareable preview link that opens a read-only view of exactly the offer you're sending — your venue branding, the event summary, the line items (packages, options, and upsells), and the full pricing breakdown (subtotal, VAT, total, and any deposit) in the proposal's currency. No account or login is required, and the link only exposes planner-facing details — never your internal notes, costs, or other clients' data.

Yes. Under Settings → Email Sender Identity you can set the "From" name your recipients see (for example, "Grand Hotel Events") and a reply-to address so replies reach your own inbox. Emails are still delivered from Airplate's verified sending address to protect deliverability. Sending from your own custom domain is coming soon.

PMS connectivity is actively being rolled out. Apaleo is currently in certification and Mews integration is in progress. These integrations are not yet live for general availability — we'll announce them here and in-app once each passes certification. If PMS sync is critical for your venue, contact us and we'll share the latest timeline.