Every business is different, but the goals are always the same. What we do is simple: we help you become AI-ready. That means your information is complete, accessible, and instantly usable by customers, agents, and AI tools.
Our work usually falls into three phases:
Audit & Fact-Finding – uncover the gaps.
AI-Ready Setup – fix them with the right tools.
Monitoring – keep it accurate and up to date.
Quick check of where you stand today.
See what information you already provide, what’s missing, and how AI (and customers) currently view your venue.
What’s included:
Website & content audit
Mystery shopping (testing what questions can/can’t be answered)
Recommendations report with priority actions
Website & Content Audit
We review your site and digital footprint to see what information’s available (and what’s missing) for humans and AI.
Mystery Shopping
We act like an agent or customer and test what questions your venue can and can’t answer. (“What’s the ceiling height? Is there step-free access? Can we bring our own AV?”)
AI Visibility Check
We test how your venue currently appears in generative AI search (ChatGPT, Gemini, etc.) if you show up at all.
Mailbox Analysis
We review your enquiry inbox to spot repeated questions or friction points, the places where customers keep chasing missing info.
Recommendations Report
A clear, prioritised action plan showing what to fix first, where to add detail, and how to become “AI-ready.”
You’ll know exactly:
What customers and agents can’t currently find.
What AI tools are missing (and why you’re invisible in generative search).
The top actions to remove barriers and win more bookings.
A structured deep dive for event companies, production teams, and suppliers.
We work with your team to understand how work really happens, from enquiry to delivery, and identify where digital systems and AI can remove friction, reduce risk, and unlock growth.
What’s included:
In-person discovery session (roundtable format)
Workflow and process mapping
Enquiry, sales, and delivery review
Creation of a digital & AI opportunity map
This isn’t a training session or a generic AI workshop.
It’s a facilitated investigation into how your business actually operates day to day, and where things slow down, break, or rely too heavily on individuals.
We bring structure, ask the awkward questions, and turn messy reality into clear insight.
What’s included:
Discovery Session (In Person)
A facilitated roundtable with key people from across your business (sales, ops, production, delivery). We explore how work flows from first enquiry through to event delivery and follow-up.
People & Role Mapping
Understanding who does what, where knowledge lives, and where single points of failure exist.
Process & Workflow Mapping
Mapping how enquiries are handled, how information moves, and where manual steps, duplication, or delays occur.
Enquiry & Sales Review
Looking at how leads come in, how they’re qualified, how proposals are built, and where opportunities are lost or slowed down.
Tooling & Data Review
Reviewing the tools you already use (CRM, inboxes, spreadsheets, project tools) and how well they actually support your workflow.
Risk & Resilience Analysis
Identifying operational risk, reliance on individuals, inboxes, or undocumented processes.
AI & Automation Opportunities
Highlighting where AI or automation could:
Reduce admin
Speed up responses
Improve consistency
Support agents and clients better
(Only where it genuinely makes sense.)
Insight & Opportunity Report
A clear, written report summarising:
How your business operates today
Where friction and risk sit
Practical digital and AI opportunities
Priority actions (now / next / later)
You’ll leave with:
A clear picture of how your operation really works
Shared understanding across your team
A prioritised roadmap for digital and AI improvements
Confidence about what to fix, what to ignore, and what to tackle later
A deeper dive for venues.
We visit in person, measure and document your rooms, check accessibility, and create a full venue fact file.
What’s included:
On-site walk-through (measuring, documenting rooms/facilities)
Review of accessibility, layouts, and packages
Creation of a “venue fact sheet” for agents + AI
Benchmark against competitors
This isn’t just a website check, it’s a ground-up investigation of your venue. We come onsite, get our hands dirty, and collect the information that makes the difference between “maybe” and “booked.”
What’s included:
Site Visit – full walk-through of your venue, from reception to roof terrace.
Room Measurement – capacities, dimensions, ceiling heights, layouts.
Facility Auditing – accessibility checks (lifts, toilets, ramps, signage).
Asset Collection – photos, videos, floorplans, menus, packages.
Fact Finding – we ask all the awkward questions customers/agents (and AI) will need answers to.
Staff Interviews – capturing knowledge from sales, ops, and events teams.
Mailbox Retrieval – reviewing enquiry inboxes to see where info requests repeat or go unanswered.
Objection Workshop – identifying common customer/agent objections and preparing answers.
Event Examples – documenting past case studies (weddings, conferences, corporate events).
Partnership Mapping – mapping relationships with preferred suppliers, AV companies, caterers, etc.
Comprehensive Fact Sheet – a single source of truth your team, agents, and AI can use.
Turning your business into something AI (and people) can actually use.
We implement the fixes identified in the audit to remove barriers and speed up enquiries.
What’s included:
GEO (Generative Engine Optimisation)
GSO (Generative Search Optimisation)
Structured data + AI-readable content (room sizes, menus, facilities)
Custom chatbot (website or WhatsApp)
Optional AI concierge or call-handling agent
Website Optimisation
Generative Engine Optimisation (GEO): structuring your website so AI search engines (like ChatGPT, Gemini, Perplexity) can actually read and recommend you.
Generative Search Optimisation (GSO): feeding AI with the right facts (room sizes, facilities, menus, accessibility, packages).
Adding structured data (schema, FAQs, JSON-LD) so machines understand your venue, not just people.
Content Creation & Data Structuring
Writing or re-writing venue information in a way that’s AI-friendly and customer-friendly.
Creating a master “venue fact sheet” (dimensions, layouts, policies, accessibility) that your team, agents, and AI tools can all use.
Making your menus, brochures, and packages machine-readable.
Custom Hospitality Chatbots
Event & group booking bots designed for your venue (not generic hotel guest bots).
Deployed on your website, WhatsApp, or Messenger to handle FAQs and enquiries.
Escalation to your team when a human touch is needed.
AI Concierge & Call Agents
Optional voice agents that can answer questions over the phone.
Great for after-hours enquiries or repeated info requests (e.g., “What’s your day delegate rate?”).
Customer Journey Smoothing
Reducing the number of clicks, forms, or emails needed for someone to book or enquire.
Ensuring customers get the info they want immediately, whenever the thought strikes.
Keeping your AI-ready system accurate and up to date.
Venues change, menus, layouts, pricing, packages. We make sure your information stays fresh and your AI works properly.
What’s included:
Monitoring enquiry handling
Updating content when things change
Monthly reporting and optimisation tweaks
Enquiry Monitoring
Tracking how enquiries are being handled (speed, accuracy, and consistency).
Spotting where customers or agents still need extra detail.
Content Updates
Regularly refreshing your venue fact sheet and digital content when things change.
Updating menus, room specs, brochures, and accessibility information.
Keeping your structured data (schema/FAQs) in sync with reality.
AI Agent Tuning
Checking your chatbot/voice assistant is providing the latest, most accurate answers.
Training it on new FAQs and event types.
Removing outdated info so you don’t confuse customers.
Digital Footprint Review
Auditing how your venue appears across search, booking sites, and AI tools.
Making sure third-party listings and partners have the right information.
Reporting & Insights
Monthly reporting on enquiry trends, gaps, and opportunities.
Benchmarking against competitors so you see where you’re leading (and where you’re falling behind).
With Monitoring & Optimisation, your venue:
Always has accurate, up-to-date information available to agents, customers, and AI.
Avoids the frustration of outdated menus, missing facts, or wrong answers.
Gains ongoing insight into how enquiries are changing, so you can adapt quickly.
Making sure your business is leveraging AI, the space is changing, we help you keep up.
A Zoby Project