How it works

From Event Request to Signed Contract

Your client fills in your RFP form. Airplate checks your event spaces against your other bookings, prices the request from your own packages and pricing rules, and e-mails your client the quote. You send the contract when you are ready; Airplate collects both signatures and asks for the deposit.

Onboarding · guided setup

From setup to first sale in 4 steps

Configure & Register

Set up your venue, event spaces, branding, team, and pricing rules.

Integrate

Link your Calendly or Cal.com calendar. Apaleo integration (certification in progress).

Define Your Rules

Set your pricing rules and the rules for the requests you accept.

Go Live

Once the Airplate team has activated your account, share your branded RFP form: requests arrive priced, ready for your team.

Event spaces

Event Space Assignment

When a request arrives, Airplate assigns the smallest free event space that fits the party (single rooms before combined rooms, your priority list breaking ties), allowing for set-up buffers. If no space is free, the request waits for your review.

Request · 18 March · 40 guests

Garden Room HighBooked 18 March
The Orangery MediumAssigned
Salon Bleu LowFree

Set-up buffers and combined rooms are taken into account.

Your rules

Rules For The Requests You Accept

Set a minimum notice period, and requests that arrive too late are refused. Group sizes outside your limits and dates on your closing days are held for your review instead of being answered automatically.

Arrives 3 days before the event
Minimum notice: 7 daysRefused
120 guests
Your limit: 80Held for your review
Sunday
Closed on SundaysHeld for your review

Pricing

Send an offer to your client's request

When a request meets your rules, Airplate prices it from your packages and pricing rules (a percentage up or down for the dates and event types you choose) and e-mails your client the quote. You send the contract when you are ready.

Price period · High season +10%

Day package · 40 × €90.00: €3,600.00
High season +10%: €360.00
VAT 20%: €792.00
Total incl. VAT: €4,752.00

quote e-mailed to the client

Team

Team Workflow

Invite your colleagues to Airplate, give each one a role, and assign tasks to team members on your events.

Alex MartinAdmin
Sam LeeLimited user

Call Northwind Consulting about the menu

Task · assigned to Sam Lee · Northwind workshop, 18 March

Control

Automate & Keep Control

A request that breaks one of your rules, or has no free event space, waits in Review & Send for your team. You stay in control: sign the deals you want.

Harbour Run Club · Dinner · 60 guests

Review & Send

No free event space on 2 May: the request waits for your team.

You decide what is sent

Contracts

Contracts & E-Signature

Send the contract yourself, or let Airplate send it automatically when your rules match. Your client and your venue sign online with Documenso, and both receive the signed PDF.

You send itWhen your rules match

Contract sent
Signed by your client
Signed by your venue
Signed PDF to both

E-signature · Documenso

Assistant

AI Assistant: Ask About Your Data

In the app: ask in plain language about your requests and their status, your event spaces, your packages and your plan, and get an answer from your own account.

Also on Telegram

Airplate Assistant

Harbour House Hotel

Which requests are waiting for our review?

One: Harbour Run Club, dinner on 2 May, 60 guests. It is in Review & Send.

Which of our rooms holds 80 guests?

The Orangery, up to 80 guests.

How many contracts have we used this month?

4 of the 10 in your plan.

Dashboard

Your Command Center

Follow your requests, contracts and revenue figures on one dashboard, see your requests by status, and keep your team's tasks in one place.

See your next RFP answered.

Book a demo See a live RFP form →