Village Hotels lifts booking conversion to 40% across 34 hotels

MEETINGS & EVENTS

Village Hotels moved meetings and events sales for all 34 of its UK hotels onto iVvy in under two months. Conversion on SLA-bound enquiries has since risen from 20% to 30%, and the estate now sends around 1,000 contracts and BEOs a week from one system.

Why it matters: Hotels that sell day meetings, hourly room hire, weddings and ticketed events often outgrow sales systems built for one kind of business. Village runs more than 36,000 events a year, and moving quotes, contracts and follow-ups into one system has cut manual work and lifted conversion across the estate.

iVvy Event & Venue Management Software manages enquiries, quotes, proposals, contracts and banquet event orders (BEOs) for hotel meetings and events teams. iVvyAI reads incoming enquiries in all 34 hotel inboxes and builds them into quotes automatically.

Top 3 Core Objectives: Village needed a sales and catering system that could handle its full mix of event types and cut the manual work in quoting and follow-up across every hotel.

Fit every event type: The previous system was built for a narrower business and couldn't adapt. Village needed one system to manage corporate day meetings, hourly room hire, weddings, banqueting and ticketed events.
Faster quotes & contracts: Each quote and contract took 15 to 20 minutes to build by hand, and reminders and follow-ups were tracked manually. Village wanted these automated so coordinators could respond to enquiries faster.
Timely implementation & onboarding: Village wanted every hotel and around 140 users live and trained fast, with a software partner willing to configure the system around its processes and keep developing it over time.

Innovators Mentioned

Village Hotels

IVvy

Natasha Pemberton

Director of Sales Performance

Village Hotels

"The quotes, the eProposals and the eContracts have been a massive game changer for us. At the end of the day, I'm a salesperson, so I love getting a signed contract back from a customer, and to get that notification to say the customer's signed is really satisfying."

Natasha Pemberton

Director of Sales Performance

👍 Director of Sales Performance Natasha Pemberton said that Digital proposals and contracts have changed how Village's sales team closes deals.:

"The quotes, the eProposals and the eContracts have been a massive game changer for us. At the end of the day, I'm a salesperson, so I love getting a signed contract back from a customer, and to get that notification to say the customer's signed is really satisfying."

⚖️ The selection process: During their research process, Natasha Pemberton evaluated IVvy's product differentiators, customer support, and holistic value as a strategic partner and ultimately decided that IVvy was the best fit solution:

Director of Sales Performance Natasha Pemberton said, about their decision: "What made iVvy stand apart in the tender was how nimble they were as a brand, and they were happy to configure the system around how we work and keep building it with us."

📈 The results: Village now runs meetings and events sales for all 34 hotels through iVvy, with a 40% overall enquiry-to-booking conversion rate and around 1,000 contracts and BEOs generated across the estate each week.

40% overall enquiry-to-booking conversion rate, with conversion on SLA-bound enquiries up from 20% to 30%
Every hotel live within two months, with 140 users trained face to face, hotel by hotel
Digital eProposals and eContracts replaced PDF and DocuSign workflows, with 116 users sending eContracts each month