In 2026, the modern way of responding to direct booking or RFP requests from your hotel’s website enquiry form has changed. A simple email answer with plain text or a standard email template is no longer effective or even practical. It doesn’t solve any of a tourism business’s real problems and fails to meet guest expectations. On the one side, guests want immediate, intelligent responses instead of waiting hours or even days to get just a plain email with basic information and a static price.
On the other side, hotels are often overwhelmed by “email chaos” and the manual task of copying guest data into separate proposals. This manual “copy-paste” process is not only time-consuming, but also directly impacts revenue – research shows that the fastest business to respond secures the lead 35–78% of the time. Additionally, it carries the constant risk of human error. Pasting a check-in date incorrectly or misspelling guest contact details can lead to lost revenue and operational friction.
Travel2Fit’s RFP Widget for Hotels
To bridge this gap, we created the Etheria RFP Widget. This is an enquiry form that can be easily added to every hotel’s website, on any page that is practical for you. While it remains a simple, user-friendly interface for the guest, the real value lies in the automation. Moving beyond just triggering a notification email, the widget automatically transfers all guest data: name, email, phone, stay duration, and even desired room to create a draft Proposal inside Etheria, our Enquiry Management & Interactive eProposal Tool.
The widget was designed specifically to minimize response times and increase sales. For example, when a hotelier logs in for the day, they don’t find a cluttered inbox of unread emails; instead, they find a clear list of draft proposals already waiting for them in Etheria. Since the guest’s contact details and stay dates are already pre-filled, the hotelier only needs a few clicks to finalize room pricing and add any optional extra services. As already mentioned, recent research proves that the fastest business to respond wins the lead 35-78% of the time. Our widget makes that speed a reality.
New Etheria AI Chatbot
Now, we have escalated this process to make it even more advanced & seamless. We are officially introducing our ETHERIA AI CHATBOT, the AI assistant for every hotelier. This is one intelligent, conversational tool that supports your business in two distinct ways.
1.The RFP: Conversational Lead Capture
First, the chatbot acts as a specialized RFP Assistant. It replaces enquiry forms with a natural, guided conversation. According to Intercom’s data, site visitors who chat with businesses are 82% more likely to convert.
- Targeted Questions: Specifically, the chatbot asks guests only about their proposal requirements and booking details.
- Smart Data Collection: It gathers dates, guest number, and preferences without the friction of a form.
- Automated Drafting: Most importantly, it structures this data into a ready-to-send proposal draft in Etheria.
2. The Guest Support: 24/7 Digital Host
Second, it serves as a high-level assistant. It acts as a digital host for your hotel or accommodation.
- Instant Knowledge: The chatbot provides immediate answers about your rooms, local options, and company policies 24/7. This ensures no guest is left waiting for an email or a return phone call.
- Handling Repetitive Tasks: It eliminates the “busy work” at your reception desk by instantly answering common questions like: “What are the check-in and check-out hours?” or “Do you have a luggage room?”
The Ultimate Synergy:Etheria RFP Widget & AI Chatbot
To achieve the best possible performance for your business, we recommend combining these two powerful tools. When you integrate the RFP Widget and the AI Chatbot, you create a high-conversion sales and support engine that covers every guest touchpoint.
Why Combine Them?
- Total Website Coverage: The RFP Widget captures high-intent guests ready to submit a formal request. In the same time the AI Chatbot engages the “browsers” who need answers before they commit. You never miss a lead, regardless of how they prefer to interact.
- The 70% Head Start: While the Chatbot provides instant support, it simultaneously builds the Auto-Draft Proposal in the background. At the time your staff joins the conversation, 70% of the manual data entry is already done. All that’s left for your team are quick adjustments.
- The “Safety Net” for Guest Drop-off: Guests often leave a booking page to search for a quick detail (like pool hours or pet policies). With the AI Chatbot present, they get that answer instantly without leaving your site. It catches “escaping” visitors and guides them back to completing their request.
- Eliminating Human Error: By funneling all inquiries through these automated tools, every piece of guest data is captured accurately and synced directly to Etheria. This eliminates misspelled names and lost sticky notes, ensuring your final proposal is 100% professional.
- Operational Efficiency: This combination directly solves staffing shortages. It allows a small team to handle a massive volume of enquiries quickly, providing a “luxury” response time without the overhead of a large sales department
Capture Complex Enquiries
Both tools are designed to capture the high-value, complex enquiries that most platforms miss. We’ve moved beyond basic forms to ensure you capture your most profitable opportunities:
- Families & Multiple Rooms: Both the widget & chatbot effortlessly manage requests for interconnected rooms or large family stays.
- Group or Corporate Bookings: Naturally gathers the specific requirements needed for business blocks or event groups.
- Special Requests: From dietary needs to honeymoon surprises, our tools capture the “personal touch” details that make a guest feel heard.
- Add-ons & Services: Guests can easily request spa treatments, airport transfers, or tours directly within the booking flow.
These are your highest-value bookings. Provide a structured yet flexible way for guests to communicate these needs.Travel2Fit ensures these lucrative leads never slip through the cracks!