The Challenge

Before adopting UpMail, the hotel relied on Word and PDF proposals, and later switched to another electronic proposal system. However, the tool came with major limitations:

• Only one stock template was available.
  
• Proposals couldn’t be customized to highlight what made the venue and destination unique.
• Formatting was clunky and not user-friendly.

This lack of flexibility made it difficult for the team to create polished, personalized proposals that would truly showcase Madison as a destination and the property as a venue.

 The Solution

UpMail transformed the way the team builds and sends proposals by combining unlimited, flexible templates with the power of the Delphi + UpMail integration:

• Multiple templates tailored for different client types and events.
  
• Easy customization to add or update content specific to each client’s needs.
  
• Automatic import of data from Delphi bookings, directly through the Delphi interface, into UpMail proposals.
  
• Guestroom tables, event tables, and cost summary tables seamlessly pulled in, eliminating manual entry.
  

With Delphi supplying the booking details and UpMail providing the creative flexibility, the team can start with a fully populated proposal and then enhance it with visuals, diagrams, and destination highlights. This makes every proposal both informative and visually engaging.

The Result

Since onboarding with UpMail in June 2024, the Madison Concourse Hotel has sent hundreds of proposals and emails, making the platform an integral part of their sales workflow.

Key results include:

• Time savings & efficiency: Automatic Delphi data imports dramatically reduce manual work while ensuring accuracy.
  
• Stronger financial transparency: Custom costing estimates help clients clearly understand budget impacts.
  
• Striking visuals: Meeting space diagrams and rich media allow clients to envision the flow and fit of their events.
  
• Client insights: Engagement tracking shows who is opening proposals, helping the team prioritize follow-ups.
  

Beyond proposals, the hotel has extended UpMail’s use to include:

• Site visit itineraries: Tailored agendas to showcase the property and destination.
• Destination promotion: Highlighting Madison as a premier meetings location.
• Event follow-ups: Personalized outreach to follow-up on networking opportunities.
• Client nurturing: Drip campaigns to strengthen relationships and build loyalty.
• Prospecting outreach: E-blasts to generate new group business leads.
• Group follow-ups: Post-stay communications to encourage repeat business.
• Cross-property promotions: Collaborative campaigns with their sister property.

By leveraging UpMail across these touchpoints, the team has broadened their outreach while ensuring every communication is professional, on-brand, and visually engaging. This consistency not only reinforces their position as Madison’s premier hotel but also helps them build stronger relationships throughout the client journey.