The verdict in three sentences
An event venue that receives 600 enquiries a year by email loses contracts because of slow replies, not because of its rooms. A booking and quotation app lets clients configure their event (rooms, accommodation, partner caterers), receive a consistent quote within minutes and pay their deposit online, while all 12 suppliers see the same schedule. At Kolonell, this kind of app costs 2,500,000 to 15,000,000+ FCFA (3,810 to 22,870+ EUR) depending on complexity, over 3 to 4 months, with anything beyond that quoted separately.
Why email costs you contracts
The manager of a chateau, manor house or country estate knows the scenario: a company asks for a 60-person seminar with two nights, a plenary room and a dinner. Availability must be checked, the caterer consulted, accommodation calculated, the quote written. Two to five days go by. Meanwhile the company's assistant has received three other proposals.
As a 2026 order of magnitude, a hand-written event quote takes 45 to 90 minutes including follow-ups. Over 600 enquiries, that is 450 to 900 hours a year, while only 15 to 25 % of enquiries convert.
| Indicator | Email process | App with configurator |
|---|---|---|
| Time to first quote | 2 to 5 days | Minutes, then validation within 24 h |
| Writing time per quote | 45 to 90 minutes | 10 to 15 minutes of review |
| Conversion rate | 15 to 20 % | 22 to 28 %, estimated |
| Availability errors | Frequent double holds | Blocked by the calendar |
| Deposit collection | Bank transfer, reminders | Immediate online payment |
| Supplier updates | Calls and spreadsheets | Shared real-time schedule |
The quote configurator: what it calculates
The client picks a date, an event type and a guest count. The app proposes suitable rooms, available bedrooms, partner caterer packages and options (furniture hire, sound, shuttles from the station or airport). The price is built line by line using the venue's rules: Saturday minimum spend in high season, full exclusive-use surcharge, midweek seminar discount.
Venue hire alone runs, as a 2026 order of magnitude, from 4,000 EUR excluding VAT for a midweek study day to 18,000 EUR for an exclusive June wedding weekend. The configurator shows a range, then the manager approves the final quote in one click.
| Module | Simple | Medium | Complex |
|---|---|---|---|
| Room and bedroom calendar | Yes | Yes | Yes, with holds and automatic expiry |
| Quote configurator | Rooms and accommodation | Plus caterers and options | Full seasonal pricing rules |
| Online deposit | Payment link | 30 % deposit and scheduled balance | Custom schedule and reminders |
| Supplier schedule | Read-only view | Access per supplier | Confirmations and technical documents |
| Contract signature | PDF sent | E-signature | E-signature and amendments |
| Indicative Kolonell price | 2,500,000 to 4,000,000 FCFA (3,810 to 6,100 EUR) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | 7,000,000 to 15,000,000+ FCFA (10,670 to 22,870+ EUR) |
For a venue with 12 suppliers and two activities (seminars and weddings), the project usually sits in the medium band. Payment provider fees and hosting are detailed in the quote.
Schedule shared with 12 suppliers
Caterers, florists, DJs, photographers, furniture hire firms and shuttle companies each get limited access to the events that concern them, with arrival times, final guest count and technical constraints. Last-minute changes (from 80 to 92 guests) are notified automatically. Kolonell maintenance then costs 35,000, 75,000 or 120,000 FCFA a month (53, 114 or 183 EUR) depending on service level.
Mini case study
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Caroline, manager of a chateau 30 minutes from Bordeaux, handles 600 enquiries a year with an average booking of 9,500 EUR excluding VAT and an 18 % conversion rate: 108 events and 1,026,000 EUR in revenue. The app targets 10 hours saved per week, about 450 hours a year over 45 active weeks. At a loaded 35 EUR an hour, that is 15,750 EUR.
If faster replies lift conversion from 18 to 21 %, the venue books 18 more events, or 171,000 EUR of additional revenue. A medium-complexity project around 9,000 EUR pays for itself with a single seminar.
FAQ
Can clients book without the manager's approval?
That is not advisable for events worth 4,000 to 18,000 EUR. The configurator places a 7-day hold on the date, and the manager approves the final quote within 24 h.
Can partner caterer prices be included?
Yes, each caterer has per-head packages updated from the admin. The venue can apply its commission, for example 10 %, invisibly to the client.
How do deposits work?
A 30 % deposit is taken at signature, then the balance 30 days before the event. Reminders go out automatically 45 and 35 days before.
How long until launch?
Allow 3 to 4 months, aiming to go live before wedding enquiry season, which often starts in September for the following year.
Does the app replace our current website?
It can plug in through a Build my event button or become the new site. Both options are quoted separately.
Let's scope your project. Tell us about your rooms, suppliers and pricing rules, and we will scope an app deliverable in 3 to 4 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
