Meet Marvin: The AI Assistant that Transforms Email Management English

1. Why Marvin?

In large hotels and conference centers, the Conventions team often spends countless hours manually entering incoming meeting inquiries into tools like EventTemple or Delphi. This “monkeywork”—copying dates, headcounts, room specs, and catering wishes—is not only painfully time-consuming but also prone to errors. Typos, misplaced bookings, or forgotten details trigger endless back-and-forth emails, planning chaos, and skewed reporting.

2. How Marvin Works in Detail

1. Capturing the Request

   • Outlook Plugin: Just drag & drop any inquiry email into Marvin’s sidebar—no downloads or copy-paste needed.

   • Email Forwarding: If you’re not on Outlook, simply forward to rfp@martec.de. Marvin will grab it from its own inbox.

2. Automatic Analysis

   • Subject & Body: Natural Language Processing extracts event date, time, number of participants, room preferences, and initial service hints.

   • Attachment Parsing: Whether it’s a 23-page PDF, DOC, or DOCX, Marvin reads all common formats, scans tables and free text, and collates every detail.

3. Data Structuring

   • Unstructured text becomes a standardized dataset:

     • Event name

     • Date/time

     • Participant count

     • Room(s) required

     • Basic catering & tech options

   • Built-in validation prevents typos and format issues.

4. Booking Creation

   • With a single click, Marvin creates the new event/booking in your target system (e.g., EventTemple).

   • All core fields are populated automatically—no more manual entry.

5. Continuous Learning

   • Every interaction refines Marvin’s accuracy. The more you use it, the smarter it gets at recognizing service requests and nuances in your emails.

3. Tangible Benefits for Your Hotel

• Up to 80% Time Savings: Free your team from manual entry so they can focus on upselling and guest relations.

• Zero Data Errors: Automated validation ensures clean, reliable data—no more typos or forgotten details.

• Complete Reporting: Every inquiry is logged, even the ones that don’t convert, giving you true insight into your lead pipeline.

• Scalable Performance: Whether you handle 5 or 500 requests per week, Marvin stays fast and dependable.

• Future-Proof: Automatic extra-service detection (catering, AV equipment, entertainment) is already on our roadmap.

4. Three Steps to Go Live

1. Install the Plugin
   Download and sign in with your hotel account—setup takes under a minute.

2. Send Inquiries to Marvin
   Drag & drop via Outlook or forward to rfp@martec.de.

3. Review & Confirm
   Marvin creates the booking instantly. Just give it a quick glance and you’re done!

5. Real-World Scenario

Imagine a planner requests space for 120 attendees with a main plenary plus two breakout rooms and mid-day coffee breaks. Traditionally, this takes 15–20 minutes of manual work—and often follow-up emails. With Marvin, it takes under 30 seconds: the email (and any attached PDF floor plans) is processed, rooms are mapped, services are recognized, and the event record is live in your EMS. You just review and send your proposal.

6. Roadmap & Next Steps

• Full Service Automation: Soon, Marvin will auto-create all requested extras (projectors, flipcharts, menu selections) directly in your system.

• Two-Way Integration: Acceptances or status updates in your EMS will sync back into our dashboard.

• AI-Driven Upsell Suggestions: Leveraging past data, Marvin will recommend tailored add-ons to boost revenue.

7. Ready to Ditch the Monkeywork?

Experience how effortless event management can be with Marvin on your side.