Custom integration concept · one page

Greenville Convention Center: RFP form + Events Calendar + Hilton catering → one campus view

The problem

Every RFP for Eastern North Carolina's largest venue arrives through a WordPress form and lands in an inbox. The form already asks event type, hall configuration, AV needs and "how did you hear about us" — but nothing captures response time, who won the business or where the lead came from. Meanwhile The Events Calendar holds bookings through April 2027 and Hilton Greenville holds the catering numbers, in two more places. When the City of Greenville or the CVA board asks "how full is the hall, and what did that generate?", the answer is assembled by hand from three systems and a memory of 330+ event days a year.

SOURCE SYSTEMS INTEGRATION LAYER (AZURE) OUTPUTS WordPress RFP & contact formsCleanTalk-protected · webhook on submit · confirmed The Events Calendar (WordPress)REST API · bookings listed through Apr 2027 · confirmed Hilton Greenville catering / Delphibanquet event orders, F&B revenue · (to confirm) Venue booking systemMomentus / EventPro / Tripleseat · (to confirm) Cvent listing · GBP reviews · GA4Cvent confirmed · Birdeye/GBP (to confirm) · GA4 new Azure Functionsreceive RFP webhook · pull calendar · parse BEOs Power Automateroute lead to Sarah / Delaina · response-time timer Dataverse (RFP pipeline)lead → proposal → contract · source · space · dates Azure SQL campus modelevent days · space utilisation · revenue / event day nightly refresh · Microsoft Entra security city-readable, hosted in the venue's own Azure tenant Power BI "Campus Calendar"utilisation · pipeline · pace · room nights Automated alertsRFP unanswered 24 h · open hall date < 60 days out City & CVA board reportevent days, attendance, room nights, economic impact Website sync"open dates" on the Plan-an-Event page · Cvent availability

What changes on day one

  • Every RFP becomes a pipeline record the moment it is submitted — with source, event type, requested space and dates — and is assigned to Sarah Fuchs or Delaina Rogers automatically.
  • A response-time clock starts; an unanswered RFP pings Teams or email at 24 hours.
  • Rhesa opens one Power BI page and sees Exhibit Hall, Emerald Room and breakout utilisation for any month through April 2027, next to the RFPs that could fill the gaps.
  • Revenue per event day combines rental with the Hilton catering share, so a 2,000-person association conference and a Saturday consumer show are comparable on one line.
  • The City of Greenville / CVA board pack (event days, attendance, hotel room nights) is a scheduled export, not a two-day spreadsheet exercise.

Phased approach

DiscoveryWeeks 1–2Confirm the booking system and Hilton data path; map the RFP form fields; agree the 10 KPIs with Rhesa and Sarah.
BuildWeeks 3–8Form webhook and calendar feed live; Dataverse pipeline; Azure SQL model; Power BI report iterated weekly with the sales team.
Go-liveWeeks 9–10Training for the six-person staff, alert rules on, first board pack produced from the model; 30-day hypercare.

As-is vs. to-be

TodayWith the integration
RFP intakeEmail from a WordPress form; tracked in inboxesPipeline record with owner, stage, source and SLA timer
Lead sourceA free-text "how did you hear about us" box, never totalledSearch / social / referral / CVB / Cvent reported monthly, joined to GA4
UtilisationKnown to the operations team from the calendar; not measured% of days each space is in use, by month and event type, with open-date list
Revenue viewRental and Hilton catering in separate ledgersRevenue per event day, per space, per event type (to confirm data access)
City / CVA reportingAssembled by hand when requestedScheduled report: event days, attendance, room nights, economic impact
Also worth knowing: BICS runs private AI servers (an assistant that drafts RFP responses from your own past proposals and floor plans, without data leaving your tenant), builds Power Apps (a load-in / room-flip checklist app for the operations team), and manages Azure hosting for public-sector-adjacent organisations with city reporting obligations.