Responding to group RFPs is one of the most time-intensive challenges hotel sales teams face. A single proposal can take hours or days of manual work, from copying details into templates to formatting static PDFs. In fast-moving MICE and SMERF markets, those delays often mean lost opportunities.
Studies show that planners consistently choose faster, more personalized responses. Yet many hotels struggle to balance speed with quality, leaving revenue on the table. The result is a growing gap between first responders and those who take days to reply.
That’s where the Hippo Video + Cvent integration comes in. By combining Cvent’s event management platform with Hippo Video’s AI-driven video personalization, hotels can transform how they respond to RFPs. The integration automates proposal creation, embeds immersive videos, and packages everything in interactive deal rooms—all in minutes.
In this blog, we’ll explore how this integration reshapes hotel sales. You’ll see how it boosts speed, ensures consistency, and elevates personalization across every touchpoint. Most importantly, you’ll discover how it helps sales teams win more business in competitive event markets.
Integration Overview – Hippo Video + Cvent
The workflow begins when a planner submits an RFP through Cvent. Instantly, Hippo Video triggers AI to auto-generate a draft proposal using approved property content. This includes amenities, policies, and floor plans, with dynamic fields like pricing or concessions flagged for review.
Sales representatives then log in to review the draft. Competitive room rates are suggested based on STR reports, ensuring pricing guidance aligns with market benchmarks. The salesperson personalizes the content further, adding details or customizing based on the planner’s needs.
Once finalized, the proposal is packaged into a branded interactive deal room. This includes the proposal PDF, pricing tables, video walkthroughs, and GM introductions—all accessible via a single secure link. Engagement analytics track opens, watch-time, and planner interactions, guiding sales teams on next best actions.
The integration works seamlessly with existing hotel systems, and relies on REST API connectivity. This reduces data re-entry and ensures accuracy across workflows, giving teams confidence in their proposals.
Hotel-Wide Transformation – Why This Integration Matters for Every Hotel Leader
For Group Sales Directors
Group Sales Directors are under pressure to increase win rates while cutting response times. With this integration, turnaround shrinks from days to minutes. AI automatically pre-fills most proposal fields, and suggested rates from STR reports help teams stay competitive.
Adding personalized RFP videos—such as property walkthroughs or GM introductions—drives engagement. Early adopters report up to 3X higher interaction compared to static PDFs. These gains translate directly into higher conversion rates and stronger planner relationships.
For Marketing Heads
Marketing leaders benefit from consistent branding across every proposal and video asset. Since the system draws from approved content libraries, every proposal reflects the hotel’s voice and visuals accurately.
Localized, multilingual video personalization ensures outreach resonates with global planners. Engagement analytics further empower marketing teams by surfacing what content drives interaction, helping refine messaging and campaigns.
For General Managers & Guest Experience Managers
For General Managers, this integration is far more than an efficiency tool—it’s a storytelling and intelligence platform. Video-led proposals powerfully differentiate your property by showcasing event spaces, ambiance, and service in a way static PDFs never can, creating an emotional connection with planners from the very first interaction.
This immersive approach does more than just win business; it starts the guest journey on the right note, setting a premium and personalized tone that resonates throughout the entire event experience. This directly translates into higher guest satisfaction and stronger loyalty.
Crucially, the integration provides GMs with actionable analytics that were previously unavailable. You gain direct insight into what truly captivates your prospects:
-
See which video tours and amenities planners engage with most, revealing your property’s most compelling selling points.
-
Track time spent on specific proposal sections to understand planner priorities and tailor future conversations.
- Measure overall engagement metrics to continuously refine your sales narrative and property storytelling.
This data-driven feedback loop empowers GMs to make smarter operational and capital investment decisions, ensuring your property’s offerings align perfectly with what the market desires.
Competitive Differentiation
Hospitality technology platforms vary widely in their approach.
Some platforms prioritize SEO-driven content and operational checklists but fall short on deep personalization capabilities. Others maintain neutral, formal communication styles without investing in compelling storytelling. Meanwhile, certain providers lean heavily into creative narratives but offer limited automation features.
This fragmented landscape means hospitality businesses often must navigate between platforms with fundamentally different philosophies and capabilities, making it challenging to find comprehensive solutions that balance operational efficiency, personalized guest experiences, and engaging brand communication.
Hippo Video’s integration with Cvent combines the best of both worlds. Hotels get AI-powered automation for speed and video-first storytelling for engagement. Interactive deal rooms add another layer, giving planners a centralized space with videos, pricing, and FAQs. This blend delivers faster proposals that feel more human, positioning properties as modern and responsive partners.
Key Benefits of the Integration: At a Glance
| Benefit | What It Means | The Impact |
|---|---|---|
| Faster RFP Turnaround | Drastically reduces the time from receiving an RFP to sending a compelling, personalized response. | Dramatically increasing the chance of winning the business as you are often the first responder. |
| Enhanced Engagement | Moves beyond static PDFs to create an immersive, multi-media experience for the event planner. | Boosts planner interaction by up to 3x. Video builds an emotional connection and helps your property stand out, leading to higher conversion rates. |
| Improved Accuracy | Minimizes human error in proposals, ensuring all details and pricing are correct and competitive. | Eliminates costly mistakes like incorrect pricing or outdated amenity lists. Ensures proposals are always competitively positioned to win. |
| Consistent Branding | Ensures every customer-facing proposal and video maintains a professional, on-brand look and feel. | Projects a professional, unified brand image across all communications. Strengthens brand recall and trust with planners. |
| Streamlined Collaboration | Creates a single source of truth for the sales team, simplifying internal reviews and edits. | Reduces internal back-and-forth and confusion. Speeds up the approval process and ensures everyone is aligned on the final proposal. |
| Scalable Efficiency | Allows your team to handle a higher volume of RFPs without needing to add more staff or work overtime. | Maximizes your team’s productivity. Enables a small team to compete for and manage a larger number of events, driving more revenue. |
Unified Step-by-Step Workflow
Step 1: System Setup & Integration
- Connect Cvent and Hippo Video through REST API integration
- Link existing property management systems (Opera, Delphi, etc.)
- Configure AI access to approved property content and historical proposal database
Step 2: RFP Creation & Submission
- Event planner logs into Cvent to create an RFP
- All event details and requirements are entered by the planner
- RFP is submitted, triggering the automated workflow in Hippo Video
Step 3: AI-Driven Draft Generation
- Hippo Video receives the RFP trigger automatically
- AI analyzes the RFP requirements and auto-generates a draft proposal using:
- Previous successful responses from the hotel
- Approved property content library
- Historical proposal templates
- Adds personalized video elements:
- Short GM introduction videos
- Sales lead thank-you messages
- Immersive venue tours
- Custom property highlights
- AI suggests competitive room rates based on STR reports and pricing platforms
Step 4: Salesperson Review & Personalization
- Salesperson logs in to find the RFP with most fields pre-filled by AI.
- Reviews, modifies, and personalizes the AI-generated content as needed
Step 5: Packaging into a Branded Deal Room
- Hippo Video automatically packages everything into a secure, branded digital “Deal Room.” This includes:
- Personalized proposal PDF
- Pricing tables
- Custom videos
- Virtual property tours
- FAQ sections
- Additional marketing materials
Step 6: Delivery & Initial Engagement
- Email is automatically sent to the salesperson with clickable link to deal room
- Salesperson sends branded deal room link to the event planner
- All content is accessible in one centralized, professional location
Step 7: Track Engagement & Analytics
- Monitor real-time engagement metrics:
- Who opened the proposal
- Which videos were watched and for how long
- Most interacted-with sections
- Time spent in deal room
- Download activity
Also Check: Our Detailed Blog on Data Analytics in Hospitality.
Step 8: Strategic Follow-Up
- Use engagement analytics to prioritize follow-up efforts
- Focus on high-intent planners based on interaction data
- Personalize follow-up communications based on specific content engagement
- Maximize conversion opportunities through data-driven outreach
Where Hospitality Sales Are Headed Next
AI is set to redefine how hotels approach group sales. Experts predict that manual proposal work will soon be fully replaced by automation. Early adopters of AI video proposals already report faster sales velocity compared to traditional workflows.
As video becomes the standard format for RFPs, static PDFs will no longer suffice. Hotels that embrace this shift early will stand out as innovators, securing more events and strengthening long-term competitiveness.
The Hippo Video + Cvent integration delivers more than just efficiency—it gives hotels a true edge in competitive MICE and SMERF markets. By automating proposals, embedding videos, and creating interactive deal rooms, hotels can respond faster, personalize better, and convert more opportunities.
Book a free demo to explore this integration today.
Frequently Asked Questions
What kind of personalization is possible with Hippo Video & Cvent Integration?
Beyond auto-filled details, sales reps can add personalized video elements like GM introductions, sales lead thank-you messages, and immersive venue tours. This creates a tailored experience that static PDFs cannot match.
What is an interactive deal room?
An interactive deal room is a secure, branded digital space created by Hippo Video that houses everything for the planner: the proposal PDF, pricing tables, custom videos, virtual tours, and FAQs. It’s all accessible via a single link and provides engagement analytics.
What types of content are included in AI-generated proposals?
AI proposals pull from pre-approved content libraries that include amenities, policies, and floor plans. Dynamic elements like pricing and concessions are flagged for sales teams to review and personalize before sending.
Does the Hippo Video & Cvent integration work with existing hotel systems?
Yes. It connects through REST APIs and works seamlessly with systems like Opera and Delphi. This reduces data re-entry, ensures accuracy, and makes adoption smooth for hotel teams.
Is it only for large MICE events, or can it handle SMERF business too?
The Hippo Video & Cvent integration is designed for both MICE and SMERF markets. The AI automation and scalable efficiency allow teams of any size to handle a higher volume of RFPs for all types of group events.