How AI will transform your venue in 2025

A recent trends report from Cvent showed that AI is one of the most innovative technologies that will help hotels drive both productivity partnerships. 2023 saw the explosion of generative AI tools, while 2024 witnessed their increasing adoption.

Think about how you handle your daily tasks. You juggle inquiries, manage bookings, and keep every guest happy. AI has probably taken over some of these manual repetitive tasks. And this trend isn’t going anywhere. 

In this article, we’ll look at how AI is expected to transform your hotel. Hint: it’s not just about automation and freeing you up to do what machines can’t.

Smart booking management

Your inbox fills with RFPs every day. Some fit your venue perfectly. Others don't. AI will help you know the difference right away.

RFP management software using AI will gather all the essential data about each request. It will check your availability, compare rates, and spot the leads that match your venue best. The system will then automatically answer common questions about capacity, amenities, and technical specs.

AI flags the RFPs that match your strengths. Your team spends time on such opportunities instead of writing the same responses over and over. Your response process also becomes faster and smarter. 

More importantly, this means your sales team doesn’t have to drown in paperwork and can focus on revenue generating projects and activities.

Chatbots 

AI chatbots will handle the routine questions that fill your inbox today: "What's your maximum capacity?"; "Do you have parking?"; "Is catering included?" 

Chatbots can be programmed to offer instant, accurate responses to these basic inquiries so your MICE teams can focus on more complex client needs.

Smart space management

Your venue can also take advantage of AI-powered capabilities using collaborative tools like Cvent Event Diagramming. These tools will offer you natural language to create event set-ups using photo-realistic 3D, so planners can instantly visualise and fine-tune their event layouts. Organisers see exactly how their event could look, from different room configurations to traffic flow patterns. This visual approach replaces endless email chains and makes event planning and delivery more efficient.

Craft compelling pitches

Your first message to a planner sets the tone for your entire relationship. While you currently spend hours crafting each pitch, AI writing tools will change this process. AI writing assistants can now analyse past events, market positions and current requirements to craft messages that resonate.

A pitch to a tech company differs markedly from one to a medical association. A start-up might learn about your flexible breakout spaces and high-speed connectivity, while medical planners see details about equipment handling and specialised room configurations. Your team's expertise shapes these messages. The AI writing assistant suggests content, but you refine it based on your understanding of each prospect. This blend of technology and personal insight creates pitches that feel authentic and thoughtful, not mass-produced.

Data-driven decisions

Traditionally, venue pricing has relied on experience and seasonal demand. With AI, you can get a real-time, data-driven pricing model that tracks competitor rates, local hotel occupancy, and major city events. It dynamically adjusts your prices to maximise revenue. If an international convention books nearby hotels, AI detects the spike in demand and optimises pricing accordingly. It also analyses factors you might overlook—such as weather trends influencing beverage consumption or peak networking times requiring more seating.

This capability extends beyond pricing. AI pinpoints trends in guest behaviour to identify which setups drive higher engagement, which amenities boost guest satisfaction and how different lighting conditions affect event energy. This level of insight turns intuition into strategy and changes operational decision-making.

Smart revenue management

Another way AI will change hotel operations is by watching market trends and competitor rates in real-time. Your rates flex based on market conditions, rising when demand peaks and adjusting when competition heats up. AI knows when corporate bookings typically surge, when local events drive business your way and when you need to adjust pricing to stay competitive. 

This means you order the right volume of supplies, schedule the right number of staff and maintain your spaces at the right times. Your revenue grows because you price smarter and plan better. No more missed opportunities, no more overcrowded days and, indeed, no more quiet periods you didn't see coming.

Conclusion

Your venue has a story. AI will help you tell it better, run it smoother, and make it more successful. But it never replaces the human heart of hospitality; that's all you. Look at one task that takes too much time. There's probably an AI tool that can help. Try it out. Learn from it. Build on what works.

And if you want to connect with planners seeking technologically advanced spaces, list your space on Venue Directory.

About the Author

Diana Tamboly is Field Marketing Manager, Europe for Cvent's Hospitality Cloud business in Europe. In her role, she's responsible for setting and delivering the strategic marketing direction for Venue Directory, a Cvent company.