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Client area FR

Travel & events agencies

Automation fortravel agencies and event agencies

Fewer quotes, lists and chasers: more time to design trips and look after clients.

Estimate my hours
  • Customer messages & requests
  • Documents & admin
  • Scheduling & operations
Indicative estimate · example: 8 people, tailor-made travel and corporate events

In short

Iselia Projects automates the repetitive work of travel agencies, DMCs and event agencies: qualifying enquiries, chasing supplier quotes, drafting proposals, handling registrations and rooming lists, building itineraries, answering travellers and chasing payments, all wired into your booking, registration and CRM tools. For an 8-person agency, the indicative estimate is around 19 hours back every week.

Who it’s for
Tailor-made travel agencies, tour operators, DMCs, corporate travel agencies, event and MICE agencies
  • 7tasks quantified
  • 17industry tools supported
  • 5steps in the end-to-end example

Day to day

Where your team loses time.

Useful but repetitive tasks that pile up around the real work. They are usually the first ones that can be automated.

  • Vague enquiries, and lots of them

    Rough dates, no budget, headcount to be confirmed: each request needs several back-and-forths before it can be priced, and many never convert.

  • Supplier quotes to pull together

    Hotels, coach companies, venues, caterers, guides: one proposal means contacting several suppliers, chasing the silent ones and comparing offers laid out differently.

  • Delegate lists that change daily

    Sign-ups, drop-outs, dietary needs, room shares, flight times: rooming and transfer lists are updated by hand right up to departure.

  • Travel documents to assemble

    Programme, joining instructions, tickets, vouchers, practical info: every traveller or delegate expects a clear, current pack.

  • Deposits and balances to chase

    Client and supplier payment deadlines overlap; one missed reminder hits the agency’s cash flow directly.

Task by task

Where your hours are hiding.

Each row applies the same formula: weekly volume × manual time × automatable share. Volumes match the example “8 people, tailor-made travel and corporate events”.

Indicative estimate for the example “8 people, tailor-made travel and corporate events”, based on conservative assumptions you can edit in the calculator. Not a client result. Hours/week = Σ (volume × minutes × automatable share) ÷ 60 · hours/year = hours/week × 47 · Methodology
Task Volume / wk Time per unit Automatable Saved / wk
Customer messages & requests Qualify quote requests Instant reply to enquiries, follow-up questions (dates, headcount, budget, services needed), project record created in your CRM and assigned to the right project manager. 15 enquiries / week 20 min 50 % 2.5 h
Customer messages & requests Request and chase supplier quotes Quote requests sent to selected suppliers, automatic chasers and a side-by-side comparison of the replies received. 40 quote requests / week 8 min 60 % 3.2 h
Documents & admin Draft client proposals Draft proposal built from the chosen quotes, your margins and your templates (programme, pricing, terms), ready for the project manager to fine-tune. 8 proposals / week 60 min 40 % 3.2 h
Scheduling & operations Manage registrations and rooming lists Registration form, lists updated automatically (rooms, transfers, meals, special requirements) and the latest versions sent to suppliers. 150 participants / week 2 min 70 % 3.5 h
Documents & admin Build itineraries and joining instructions Programme, times, tickets, vouchers and practical information assembled into a personalised travel pack, sent and refreshed whenever something changes. 10 packs / week 30 min 60 % 3.0 h
Customer messages & requests Answer travellers and delegates Replies to routine questions (times, luggage, dress code, venue access, programme) by email or WhatsApp, with anything unexpected escalated to the team. 60 messages / week 4 min 60 % 2.4 h
Documents & admin Chase deposits and balances Client payment milestones tracked against your booking terms, tiered reminders, incoming payments reconciled and alerts ahead of supplier deadlines. 15 reminders / week 6 min 70 % 1.1 h
Estimated total · ≈ 886 h a year 18.9 h

By type of automation

The estimated hours are spread across these automations, each explained on its own page.

End-to-end example

Example: from conference enquiry to final rooming list

A typical scenario to show how it fits together: each step triggers on its own, your team approves what needs approving and can take over at any time.

Typical scenario

Human in the loop: approvals, escalations and a log of every action.

  1. Enquiry

    A company asks for a two-day off-site for 60 people. It gets an immediate acknowledgment with the questions needed to price it, and the project is created in the CRM.

  2. Supplier quotes

    Requests go to three hotels, two coach companies and a caterer; chasers are automatic and replies land in a comparison table.

  3. Proposal

    The project manager picks the options; a draft proposal is generated with your margins and terms, then refined and sent.

  4. Registrations

    Once signed, delegates register through a form; rooming list, transfer list and special requirements update themselves and go to suppliers.

  5. On the day and after

    Each delegate receives a personalised pack and answers to their questions; balance reminders and the post-event report follow automatically.

Calculator

What about your business?

The example’s tasks and volumes are pre-filled. Replace them with your own and the result updates instantly.

Compare with other industries
Your tasks

Untick what doesn’t apply and replace the volumes with your own. Example volumes: 8 people, tailor-made travel and corporate events

  • 2.5 h / week

    Instant reply to enquiries, follow-up questions (dates, headcount, budget, services needed), project record created in your CRM and assigned to the right project manager.

  • 3.2 h / week

    Quote requests sent to selected suppliers, automatic chasers and a side-by-side comparison of the replies received.

  • 3.2 h / week

    Draft proposal built from the chosen quotes, your margins and your templates (programme, pricing, terms), ready for the project manager to fine-tune.

  • 3.5 h / week

    Registration form, lists updated automatically (rooms, transfers, meals, special requirements) and the latest versions sent to suppliers.

  • 3 h / week

    Programme, times, tickets, vouchers and practical information assembled into a personalised travel pack, sent and refreshed whenever something changes.

  • 2.4 h / week

    Replies to routine questions (times, luggage, dress code, venue access, programme) by email or WhatsApp, with anything unexpected escalated to the team.

  • 1.1 h / week

    Client payment milestones tracked against your booking terms, tiered reminders, incoming payments reconciled and alerts ahead of supplier deadlines.

Average fully loaded cost of one hour of work for the team involved (€35/h by default).

Your estimate

Travel & events agencies

Hours back per week

18.9 h / week

Hours back per year
886 h / year
Equivalent staff cost per year
€31,008 / year
tasks included
7 / 7

Split by type of automation

  • Customer messages & requests 8.1 h
  • Documents & admin 7.3 h
  • Scheduling & operations 3.5 h

Indicative estimate, based on the assumptions above. No guaranteed results.

Typical scenario Illustrative example, not a real client

Example: an 8-person agency (tailor-made trips and corporate events)

Illustrative scenario, not a real client. An 8-person agency designs tailor-made trips and corporate off-sites. Using the cautious assumptions in the table (15 enquiries, 40 supplier quote requests, 8 proposals, 150 participants to manage, 10 travel packs, 60 traveller messages and 15 payment reminders a week), the estimated time back is about 19 hours a week (18.9 h), close to 890 hours a year over 47 working weeks, handed back to programme design and client care. Adjust the volumes in the calculator for your own agency.

Example size
8 people, tailor-made travel and corporate events
per week
18.9 h
per year (47 weeks)
886 h
of staff time at €35/h
€31,008

Integrations

Plugged into your tools.

We connect automations to the software you already use, through APIs, webhooks or exports. No forced migration.

Common tools in this industry that we can connect to: these are not client references. Don’t see yours? We check compatibility during the assessment.

  • Amadeus
  • Sabre
  • Travelport
  • Tourplan
  • Cvent
  • Eventbrite
  • Bizzabo
  • Swapcard
  • HubSpot
  • Salesforce
  • Pipedrive
  • Google Sheets
  • Excel
  • Outlook
  • WhatsApp
  • Xero
  • QuickBooks

Why automate your agency now

The job of a travel or event agency is to design a programme, pick the right partners and look after clients until they’re home. Yet much of the time goes on mechanics: chasing a hotel that hasn’t replied, copying a quote into a proposal, updating a rooming list for the fifth time, answering the same question about transfer times. It’s essential work, but there’s nothing creative about it.

Demand has also become more fragmented: shorter lead times, clients comparing several agencies, headcounts that change until the day before. Responding fast and keeping lists accurate is now a competitive edge. AI is used to understand an enquiry, read supplier quotes laid out in different formats, assemble a travel pack or draft a reply; programme and supplier choices stay with your team.

A regulatory framework to respect

Selling packages comes with obligations. In the EU, the Package Travel Directive (EU) 2015/2302 requires insolvency protection, standard pre-contract information and makes the organiser liable for the proper performance of every service in the package. In the UK, the Package Travel Regulations 2018 apply, and flight-inclusive packages generally need ATOL protection from the Civil Aviation Authority. In the US, several states, including California, Florida, Hawaii and Washington, run seller-of-travel registration schemes. French agencies must also be registered with Atout France and hold a financial guarantee.

For events, delegate lists contain personal data, sometimes sensitive (dietary requirements, accessibility needs, passport details), so GDPR and similar laws require minimisation, security and limited retention. Well-designed automation helps you stay compliant: mandatory documents attached every time, restricted access, scheduled deletion after the event, and a log of everything sent.

Where to start

Registrations and rooming lists, along with supplier quotes, are usually the biggest sources of recoverable hours, followed by travel packs. For agencies that receive a lot of unqualified requests, automatic enquiry qualification also focuses sales effort on the serious projects.

Things to get right

  • Clean templates. Proposals, travel packs and booking conditions start from your templates, so tidying them up is part of the assessment.
  • Bookings stay under human control. Automation prepares and tracks; ticketing and supplier commitments are still confirmed by an agent.
  • One version of the list. A single source of truth for delegates avoids mismatches between the hotel, the coach company and the caterer.
  • Your tools stay in place. We plug into what you already use rather than imposing a new management platform.

Keep exploring

Automations and related industries.

Automations involved

Related industries

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From the blog

What happens after go-live? Support plans

FAQ

Your questions, answered.

What professionals in this industry ask us most often before getting started.

How much does it cost to automate a travel or event agency?
It depends on the tasks you choose and your tools. A free 30-minute assessment lists your repetitive work and estimates the hours you could get back; we then price a first scope, often supplier quotes or registration management. You own the automations.
How quickly can it be up and running?
You’ll typically see a first time saving in production within a few weeks. We pilot on one project or trip type, away from a critical departure, before rolling out.
Does it work with our tools (GDS, registration platforms, CRM, spreadsheets)?
We connect through APIs or exports: registration and event platforms (Cvent, Eventbrite, Bizzabo, Swapcard), CRMs (HubSpot, Salesforce, Pipedrive), email, spreadsheets and booking tools. GDS bookings are still made by your agents; the automation works from the confirmations.
Won’t every generated proposal look the same?
The automation prepares the structure, pricing and terms from your quotes and templates. Supplier choices, the storyline of the programme and the creative touch stay with your project managers.
How is traveller and delegate data protected?
Data (names, passport details, dietary needs) stays in your own tools, with restricted access, defined retention periods and a log of every action. Information that may reveal health or beliefs, such as allergies or dietary requirements, gets extra safeguards under GDPR. EU hosting is available.
What about disruption (cancelled flights, strikes, weather)?
The automation detects and flags the disruption, notifies those affected using your templates and prepares updated lists; your team decides on the alternative.
Can it handle mandatory pre-contract information for packages?
Proposals can automatically include the standard information form and your booking conditions, with a check that they’re present before anything is sent. The agency still signs off on legal compliance.

Free assessment · 30 minutes

Your 18.9 estimated hours, checked in 30 minutes.

We review your tasks, your real volumes and your tools, then quantify what you can actually get back. You leave with a clear roadmap, whether or not you work with us.

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