How Oakwood Premier Melbourne Cut Proposal Turnaround to 15 Minutes

MEETINGS & EVENTS

A five-star hotel with 392 rooms was still building event proposals from scratch, by hand, every single time. Oakwood Premier Melbourne transitioned to iVvy and reduced the booking time to 15 minutes.

Why it matters: Booking lead times in events used to run 18 months. Now some large events book with only a few weeks' notice. Oakwood Premier needed a system fast enough to keep up, and accurate enough to hand clients live numbers on the spot.

Oakwood Premier Melbourne runs six event spaces across a 392-room hotel in Melbourne's Southbank district, hosting everything from weddings to board meetings. Before iVvy, the team relied on a basic catering add-on inside their reservations system that couldn't handle menus or floorplans, so every event meant starting over. iVvy gave them a cloud-based platform the sales team can run from anywhere, building proposals in front of clients and pulling reports on revenue, profitability, or team activity without touching a spreadsheet.

Top 3 Core Objectives: Oakwood Premier needed to move off a limited add-on system that couldn't handle menus or floorplans. The team could keep pace with a five-star hotel's growing, more demanding events business.

Replace inefficient tooling: Move away from a system that couldn't load menus or floorplans, which forced staff to rebuild every event from scratch.
Enable remote, real-time work: Give a team that travels frequently to meet clients the ability to generate proposals and access live information from anywhere.
Modernise reporting: Replace manual, spreadsheet-based reporting with fast, accurate data on revenue, profitability and team activity to manage the business effectively.

Innovators Mentioned

Oakwood Premier Melbourne

IVvy

Alyssa Wilson

Director of Sales and Marketing

Oakwood Premier Melbourne

""We can generate things really quickly, whether it be entering a lead to proposal, to a contract. That process is seamless and can be done very quickly, which often is what our clients need. We meet their deadlines, which means often we secure the business ahead of our competitors.""

Alyssa Wilson

Director of Sales and Marketing

👍 Director of Sales and Marketing Alyssa Wilson said that Speed through the sales process has become a competitive advantage for Oakwood Premier.:

""We can generate things really quickly, whether it be entering a lead to proposal, to a contract. That process is seamless and can be done very quickly, which often is what our clients need. We meet their deadlines, which means often we secure the business ahead of our competitors.""

⚖️ The selection process: During their research process, Alyssa Wilson 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 and Marketing Alyssa Wilson said, about their decision: ""Historically, my reporting was done manually. It was a manual Excel document that I inputted numbers into. Now I can do that with a click of a button through the system.""

📈 The results: iVvy cut proposal turnaround to under 15 minutes, replaced manual spreadsheet reporting with one-click reports, and gave the team the accuracy and speed to win business ahead of competitors.

Proposals now take under 15 minutes, down from manually populating templates that were slow and prone to human error.
Reports on revenue, profitability and team activity are generated with the click of a button instead of a manual process using Excel.
A seamless lead-to-proposal-to-contract process helps the team meet client deadlines and secure business ahead of competitors.