How AutomateNow Helped Garniec Automate and Accelerate Their Event Sales Process

The Challenge

Garniec, a popular Polish hospitality venue offering restaurant dining and hotel accommodation, came to AutomateNow with a clear goal: to streamline and speed up their sales process for events. Whether for weddings, corporate dinners, first communions or wakes, every enquiry required fast, personalised responses, or risk losing business to more responsive competitors.

The existing process relied heavily on manual coordination. Staff had to handle enquiries, prepare quotes, and follow up, all while juggling a fast-paced restaurant environment. Garniec needed a CRM setup that would allow booking coordinators to manage the process smoothly, while keeping clients informed and engaged at every stage.

Summary of Challenges

• Standardising and automating the quoting process for events

• Reducing response time to incoming enquiries

• Creating a structured pipeline with reminders and task tracking

• Capturing leads from both the website and internal staff

• Integrating SMS communication via Sakari

• Providing performance visibility through custom reports and dashboards

• Gathering feedback after events to improve service

The Solution

After choosing HubSpot as the foundation, Garniec turned to AutomateNow to design a setup that would fit their very specific workflow. Starting with a detailed process map, AutomateNow built a bespoke sales pipeline that reflected the exact steps Garniec followed when handling event bookings.

“I want the sales process automated, sped up, and improved in HubSpot so that one person can coordinate it easily, and the client feels communicated with at the right time and in the right way.”
— Grzegorz Ciemienga- Garniec

AutomateNow implemented a lead capture form for both website users and internal staff. Once submitted, the form triggered the creation of a deal in HubSpot, and sent an automatic confirmation via both email and SMS using a Sakari integration. This immediate feedback reassured clients that their enquiry was received and in progress.

From there, custom automations kept things moving. As deals moved through the pipeline, text messages and reminders were automatically sent, helping ensure follow-up wasn’t missed — even during busy service hours. Garniec chose one-way SMS initially, but the system was built with the flexibility to allow replies in future.

To support decision-making, AutomateNow delivered a suite of dashboards and custom reports. These not only showed how many event bookings were being handled, but also gave visibility into where deals were being lost, such as after an initial phone call or quote delivery. This helped Garniec spot potential weaknesses and fine-tune their response strategy.

“This was all about speed. In events, if you're late with a quote by even an hour, you're often out of the running. The pipeline we created was full of automation to keep things moving and make it easy for one person to manage.”
— Anna Drogon, Head of Projects, AutomateNow

Finally, once an event was marked as delivered, HubSpot triggered an automated feedback request, allowing Garniec to capture guest impressions on the food, venue, and service quality.

The Results

By rethinking their sales process and automating the admin behind it, Garniec achieved exactly what they set out to do: save time, respond faster, and deliver a smoother experience for both staff and guests.

• Response times cut dramatically: Clients now get confirmation within minutes,  via both email and SMS

• Manual admin reduced: One staff member can now coordinate dozens of event bookings with minimal effort

• No enquiry missed: Every form submission becomes a tracked deal in HubSpot, with clear follow-up steps

• Data-led insights: Custom reporting reveals where deals are being lost and helps the team improve

• Client experience enhanced: Automated messaging keeps clients in the loop without extra effort

• Feedback loop closed: Post-event surveys provide valuable insight for continuous improvement

“He was a very pleasant client — always open to new solutions and eager to learn the system. He came with a clear vision and let us bring it to life in HubSpot.”
— Anna Drogon, Head of Projects, AutomateNow

As Garniec continues to grow, they plan to extend the system to include bookings for regular dining tables, creating a truly connected customer experience from enquiry to event delivery.