Hotels often rely heavily on MICE and SMERF for revenue, but the process—responding to inquiries, arranging site visits, and sending detailed packages—can feel like an endless cycle. Worse yet, your carefully crafted packages can easily get lost in the flood of options prospects sift through, costing you that high-profit booking.
But what if we tell you there is a way to cut through the noise and connect with your prospects more personally? Imagine delivering a seamless, engaging experience that leaves a lasting impression—right from the first interaction. The secret? Virtual tours and personalized AI-powered videos.
This blog will explore how these innovative tools can revolutionize your MICE and SMERF proposals strategy. From adding a touch of personalization to creating interactive experiences, discover five powerful ways to maximize bookings while saving time and resources.
Sending proposals has evolved beyond traditional approaches like on-site visits to event venues or speaking with customer service staff at a hotel front desk. With the rise of tech-enabled solutions, many activities now happen from the comfort of home, including exploring event spaces. At the heart of this transformation are AI-powered videos, which provide a seamless, interactive, and engaging way for prospects to experience event venues remotely. These videos, often hosted by friendly AI avatars, can virtually guide prospects through event spaces while explaining available packages in a visually appealing and user-friendly manner—far more effective than text-heavy PDFs or static brochures.
One of the most significant advantages of using AI videos is their ability to scale personalized communication. AI makes it possible to create customized videos for every inquiry, addressing each client by name and tailoring content to their specific needs. For example, these videos can showcase how a venue can be adapted for various event types, answer common questions, and highlight the space’s unique features. This level of personalization not only improves the customer experience fosters trust, and increases the likelihood of bookings.
The efficiency of AI video creation also significantly reduces production costs while maintaining high-quality output. Furthermore, AI’s ability to analyze viewer engagement provides actionable insights, helping marketers refine their strategies and maximize ROI. Combining scalability, personalization, and impactful storytelling, AI video technology has become an indispensable tool for modern MICE and SMERF proposals. It enhances the attendee experience and ensures a seamless and cost-effective approach to promoting events, maintaining momentum, and driving results.
AI videos can help you transform how you reach prospects and market your event services. Here are the top five ways AI videos can supercharge your MICE and SMERF proposals efforts:
Prospects no longer need to leave the comfort of their homes and travel to explore the event spaces. Whether a corporate client is planning a conference or a couple searching for the perfect wedding venue, AI-powered virtual tours make it easy for them to visualize their event.
Through immersive 3D walkthroughs and AI narration, you can showcase every detail of your venue. For example, an AI avatar could guide viewers through a beautifully decorated banquet hall, highlighting its spacious layout, customizable lighting options, and state-of-the-art sound system. In the same video, the avatar could seamlessly transition to showing adjacent meeting rooms, breakout spaces, and catering areas, giving a comprehensive overview of your facilities. By incorporating interactive features like clickable hotspots, prospects can dive deeper into specific areas of interest—such as a closer look at the stage, seating arrangements, or outdoor views.
Interactive tours also help prospects assess your venue’s versatility. For instance, a corporate planner can virtually explore how your meeting rooms transform into elegant dining spaces for gala dinners or how outdoor spaces can accommodate team-building activities. Addressing these varied needs visually and interactively creates a memorable and engaging experience that text descriptions or still images cannot achieve.
By offering interactive virtual tours, you also reduce your team’s workload. Instead of arranging multiple in-person viewings, AI videos handle initial explorations, letting your sales team focus on closing deals with prospects. Moreover, these videos are available 24/7, ensuring your venue is “open” for tours even after office hours.
While sending out proposals, it is crucial to personalize the details to have a lasting impression on your client. Unlike traditional text-based proposals, you can tailor AI to each client, showcasing specific packages and benefits that align with their unique needs. By incorporating a personal touch, video proposals grab attention and demonstrate a genuine commitment to delivering an exceptional experience.
Imagine a client inquiring about a venue for a corporate gala. Instead of sending a generic brochure, you could create a personalized video proposal featuring an AI avatar addressing the client by name. The video could begin with a warm introduction and a virtual walkthrough of the spaces most suited to their event. It could highlight specific packages that meet their requirements, such as a premium catering option or excellent AV support, while emphasizing your venue’s unique benefits, like dedicated event planning assistance or customizable decor.
For a wedding couple, the video proposal could show the venue beautifully set up for a ceremony and reception, with details about add-ons like floral arrangements, photo booths, or a bridal suite. Personalization can also extend to addressing questions the couple might have already raised during their inquiry, proposing to feel even more thoughtful and tailored to their vision. This approach doesn’t just inform—it engages. Prospects are far more likely to remember a visually rich, emotionally resonant video than a plain PDF or email. Personalized video proposals also create a sense of exclusivity, as prospects feel the content was designed specifically for them, which fosters trust and builds stronger relationships.
Moreover, video proposals save time for both your team and the client. They can be created quickly using AI tools and delivered instantly via email or messaging. This eliminates the need for lengthy back-and-forth communication while providing all the necessary details in an accessible format.
Prospects are more likely to respond to you if you send them exclusive offers based on their requirements, and AI videos simplify this process more than you can imagine. For example, imagine you’re promoting a special package for corporate events. Instead of a generic email, you send a video featuring an AI avatar addressing the recipient by name. The video could open with a dynamic preview of your venue set up for a corporate gala, followed by a personalized message highlighting the exclusive package details—such as discounted rates, complimentary AV equipment, or a free welcome drink for attendees. The video immediately grabs attention and encourages the recipient to take action by visually showcasing the benefits and creating a sense of exclusivity.
Similarly, an AI video invitation can feature a warm and inviting tone for weddings or private parties, complete with visuals of the venue dressed in stunning decorations. The video might include a countdown to the limited-time offer, urging couples to book quickly to take advantage of a special discount or added perks like a complimentary photo booth or extra decor options. The interactive nature of these video invitations adds another layer of engagement. By incorporating clickable elements like the “Book Now” or “Explore More” buttons, recipients can seamlessly navigate to your booking page or learn more about the offer without leaving the video. This direct approach streamlines the decision-making process and makes it easy for prospects to respond immediately.
Overall, AI-powered engaging invitations and exclusive offers bring a fresh, impactful approach to client outreach. They increase engagement and help your business stand out by showcasing your creativity and dedication to providing exceptional, tailored experiences. Whether promoting an event, offering a special package, or building anticipation, these videos are a game-changer for MICE and SMERF proposals success.
After you have sent your proposals to the prospects , they might have queries. The more promptly you answer these queries, the more quickly you can convert the deals. However, if you do not answer the questions timely, you might risk losing business. This is where AI-powered virtual sales assistants come into the picture to serve the prospects 24/7. These AI avatars serve as dynamic, always-available representatives for your venue, ensuring prospects receive the information they need whenever needed. Virtual sales assistants keep prospects engaged even when your sales team is offline by handling inquiries, answering frequently asked questions (FAQs), and capturing valuable leads.
Imagine a client visiting your website at midnight to learn more about hosting a corporate seminar. Instead of waiting until business hours for a response, they’re greeted by an AI avatar that provides instant assistance. The avatar could answer common questions such as venue capacity, available packages, or catering options. If the client is interested in booking, the virtual assistant can guide them through the initial steps or capture their details to follow up with a personalized proposal. These virtual assistants also excel at providing detailed and interactive responses. For instance, when a couple planning a wedding inquires about available dates, the AI avatar can showcase a visual calendar, highlight open slots, and suggest packages tailored to their preferences. It can even provide video snippets of the venue dressed in wedding décor, adding a personal and immersive touch to the interaction.
Beyond answering inquiries, virtual sales assistants capture valuable lead information by encouraging prospects to leave their contact details or schedule a follow-up meeting. This ensures no opportunity is missed, even when your human sales team isn’t available. By seamlessly integrating with your CRM system, these AI tools can help organize leads, prioritize them based on interest levels, and hand them off to your team for further action. They also reduce the workload on your sales team by handling repetitive tasks, freeing up your staff to focus on converting high-value leads.
Incorporating AI-powered virtual sales assistants into your MICE and SMERF proposals strategy ensures a consistent and professional customer experience, regardless of the time or day. By keeping prospects engaged and informed around the clock, these tools enhance customer satisfaction, improve lead conversion rates, and give your business a competitive edge in the fast-paced world of marketing.
The last concern is how to convert customers into a loyal customer base. One way to do this is to send follow-ups to prospects to gather their interest after you have hosted a satisfactory event for them. You can strengthen client relationships and encourage repeat bookings by using AI-powered videos to send personalized thank-you messages, request feedback, or share exclusive offers. These thoughtful gestures demonstrate your appreciation for their business and keep your brand top-of-mind for future events. Approximately 70% of customers say that their loyalty to a company is influenced by the company’s understanding of their personal needs.
For example, imagine sending a thank-you video shortly after an event. The video could feature an AI avatar addressing the client by name and expressing genuine gratitude for choosing your venue. Alongside the personalized message, you could include event highlights, such as setup clips or a quick recap of key moments. This creates a warm, memorable experience that leaves a lasting impression.
Feedback requests can also be seamlessly integrated into follow-up videos. After thanking the client, the video could encourage them to share their thoughts on the event through a clickable survey link or a direct response option. Highlighting how their input helps improve your services shows that you value their opinion, which fosters trust and engagement. Additionally, post-event follow-ups are an excellent opportunity to present exclusive offers for future bookings. For instance, your video could end with a special discount for their next event or an upgrade option . Positioning the offer as a token of appreciation strengthens the relationship and incentivizes repeat business.
Post-event follow-ups also play a key role in long-term loyalty. For example, a corporate client who feels appreciated and receives timely offers is more likely to consider your venue for their next seminar or team-building retreat. Similarly, couples delighted with their wedding experience may recommend your venue to friends or consider it for anniversary celebrations.
People today are looking for convenience and personalization, and AI videos deliver on both fronts, providing a fast, interactive, and highly personalized way to engage with MICE and SMERF proposals. By integrating AI video technology, hotels can create a memorable, user-friendly experience that attracts prospects and fosters long-term relationships.
Whether guiding prospects through venue options at any hour of the day, offering instant support via virtual sales assistants, or maintaining post-event connections with thank-you videos, AI videos help elevate every touchpoint in the customer journey.
If you want to effortlessly create AI-powered videos for your MICE and SMERF proposals, Hippo Video is an excellent platform to get started. With its easy-to-use tools, you can quickly transform documents and text into engaging videos, complete with customizable avatars or even a hotel representative, to make the experience more authentic. Book a demo today and take the first step toward revolutionizing your MICE and SMERF proposals strategy with AI-powered video content.
Transform Sales Training Through Interactive Scenario-Based Learning eBooks and articles won’t help you master a…
Boost Real Estate Sales with AI: The Power of Video Marketing If one picture is…
Elevating L&D with AI Video Tools Imagine the traditional Learning and Development (L&D) programs as…
Transform Your Training Modules with Text to Video AI Text-based training manuals are the kryptonite…
Create & Send Personalized Video Emails Directly within HubSpot with Hippo Video Are you fed…
Text-to-video AI empowers marketers to create compelling visual content quickly and efficiently. Omnichannel marketing is…