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CVB Lead Follow-up Automation

The CVB Lead automation handles group booking inquiries received from Convention & Visitors Bureaus (CVBs). This automation is designed to nurture high-value group bookings while navigating the unique requirements of CVB partnerships.

Overview​

Purpose: Convert CVB referrals into confirmed group bookings while meeting CVB reporting requirements.

Trigger: New lead receives CVB source tag or meets group booking criteria.

Channels: Email (primary), with phone call tasks assigned to sales team.

Setup Instructions​

  1. Navigate to Automations in your SendSquared dashboard
  2. Click + Create New Automation
  3. Select CVB Lead from the template library or start from scratch
  4. Configure the automation with the following nodes:

Step 1: Configure Trigger​

  1. Select the Lead Source trigger
  2. Set conditions:
    • Source: Contains "CVB" OR
    • Tags: Contains "convention", "group", or specific CVB names
    • Group Size: >= 5 rooms/units

Step 2: Add Lead Qualification​

  1. Add a Condition node to qualify the lead
    • Required Info: Event dates, group size, decision timeline
    • Budget Indicator: Budget range or rate expectation
    • Decision Maker: Contact is authorized decision maker

Step 3: Create Immediate Response​

  1. Add an Email action for instant acknowledgment
  2. Create a tailored CVB response template
  3. Include CVB-specific information and requirements

Step 4: Schedule Follow-up Tasks​

  1. Create Internal Task for sales team
  2. Set priority level based on group size and dates
  3. Include CVB reporting checklist

Email Template Example​

Subject: Thank you for your group booking inquiry - [CVB Name] Partner

Dear [Lead Name],

Thank you for considering our properties for your upcoming [Event Type] through [CVB Name]. We appreciate their partnership and trust in referring quality events like yours to our portfolio.

Based on your inquiry:
- Dates: [Requested Dates]
- Group Size: [Number] rooms/units
- Property Type: [Requirements]

Our team will:
1. Review availability across our suitable properties
2. Prepare a customized group proposal
3. Include special CVB partner rates and amenities
4. Ensure all [CVB Name] reporting requirements are met

I'll personally follow up within [Timeframe] with:
- Available properties and room blocks
- Special group rates and concessions
- Complimentary services for your group
- Attrition and cancellation terms

In the meantime, you can:
- Review our property portfolio: [Link]
- Schedule a virtual tour: [Booking Link]
- Call me directly at [Phone] for immediate assistance

We're committed to making your event successful and maintaining our strong partnership with [CVB Name].

Best regards,
[Sales Manager]
[Title]
[Property Management Company]
[CVB Partner ID/Reference]

Internal Task Template​

[URGENT: CVB Lead - Action Required]

Lead Details:
- CVB Source: [Name]
- Group Size: [Number] rooms
- Dates: [Requested Dates]
- Contact: [Lead Name] / [Phone] / [Email]
- Budget: [If provided]
- Special Requirements: [Accessibility, meeting space, etc.]

Action Items:
□ Check availability for all dates
□ Prepare rate comparison sheet
□ Review CVB contract terms
□ Calculate commission structure
□ Prepare value-add proposal
□ Schedule call back within 24 hours
□ Send detailed proposal within 48 hours

CVB Reporting Requirements:
□ Log inquiry in CVB portal
□ Track conversion metrics
□ Document decision outcome
□ Report booking confirmation

Follow-up Sequence​

Day 1: Initial Response (Automated)​

  • Immediate email acknowledgment
  • Request additional information if needed
  • Set expectations for follow-up timeline

Day 3: Proposal Preparation​

  • Create customized property options
  • Calculate group rates and concessions
  • Prepare value-added services package

Day 5: Proposal Delivery​

  • Send comprehensive proposal
  • Request feedback on property preferences
  • Schedule consultation call

Day 8: Decision Follow-up​

  • Check decision timeline progress
  • Address any concerns or questions
  • Offer property tours if needed

Day 12: Commitment Push​

  • Review urgency of booking
  • Highlight limited-date availability
  • Provide final incentives for commitment

Best Practices​

  • Respond to CVB leads within 4 business hours
  • Understand specific CVB partnership requirements
  • Track conversion rates by CVB partner
  • Maintain CVB reporting templates for easy completion
  • Align communications with CVB's event goals
  • Consider CVB fee structure in pricing strategy

CVB-Specific Considerations​

  • Reporting Requirements: Document all interactions for CVB metrics
  • Commission Structure: Clarify CVB vs. property commissions
  • Brand Alignment: Match messaging to CVB's destination marketing
  • Event Support: Understand required event coordination
  • Contract Terms: Review CVB master agreement terms

Common Issues and Troubleshooting​

  • Competing properties: Ensure your response stands out without undercutting rates
  • CVB timeline pressure: Clarify real booking windows vs. false urgency
  • Group dynamics: Understand decision-making structure early
  • Documentation gaps: Maintain complete records for disputes

Measuring Success​

Track these CVB-specific metrics:

  • Lead response time
  • Proposal-to-booking conversion rate
  • Average group revenue per CVB
  • CVB partner satisfaction scores
  • Return referral rate from CVBs