Galloping Hill Golf Course in Kenilworth, NJ, is known for a challenging 18‑hole course and a picturesque Clubhouse that hosts social and corporate events year‑round. As event demand grew, the team struggled with double data entry, scattered documents, and manual follow‑ups. Response times slowed, version control became risky, and leadership lacked a reliable way to track sales performance and pipeline health.
Since 2021, the team has relied on Tripleseat to seamlessly manage inquiries, client communication, documents, payments, bookings, and day‑of execution for a high volume of private events. Through increased efficiency with Tripleseat, Galloping Hill Golf Course has been able to save time, stay organized, and offer an exceptional guest experience to all of its event clients.
The Challenge: Keeping Up with Rising Event Volume While Maintaining Fast Response Times
Growing interest in private events exposed the limits of manual tools and a legacy process. The team needed a single place to manage inquiries, proposals, contracts, and payments while keeping guests informed and internal stakeholders aligned. Without it, efficiency slipped, and opportunities were at risk.
As booking cycles shortened and expectations rose, speed and accuracy became critical. The lack of standardized documents and real‑time reporting made it harder to move quickly, forecast confidently, and deliver a first‑class guest experience.
Disjointed Event Management
Multiple systems and spreadsheets required repeated data entry. Contracts, banquet event orders (BEOs), and notes lived in different places, increasing the chance of errors and duplicate work. Handoffs between sales and operations took extra time, and important context was easy to miss.
Slower Responses to New Inquiries
Prospects compare venues quickly. Without templates and centralized communication, crafting consistent replies took too long. The team knew that every delayed response increased the risk of losing the booking to a faster competitor.
Limited Sales Visibility
Leadership needed to see goals, pipeline, and pacing. Reports were cobbled together manually and were rarely up to date. That made forecasting difficult and prevented quick course‑corrections to hit monthly and yearly targets.
Why Galloping Hill Golf Course Chose Tripleseat
Galloping Hill evaluated platforms that could centralize event operations, speed up communication, and provide built‑in reporting without adding complexity. They prioritized tools that teams could adopt quickly and that would scale with demand.
Tripleseat stood out for its event‑first workflows, intuitive templates, and clear guest experience. The platform aligned with the team’s goals of faster turnaround, fewer mistakes, and better insight into performance.
During the selection process, Galloping Hill focused on features that remove manual work and create consistency from first inquiry to final payment.
They chose Tripleseat for:
- A single system of record for inquiries, documents, and payments
- Duplicate events to recreate contracts and BEOs for repeat bookings in minutes
- A professional, branded guest portal for documents, discussions, and payments
- Custom email templates that enable fast, consistent responses to inquiries
- Sales reporting and dashboards that track progress toward monthly and yearly goals
- Seamless document version control to reduce errors and confusion
- Easy team adoption with intuitive workflows built for event managers
- Integrations to enhance proposals with visuals and sell add‑ons
The Solution: A Single, Streamlined, All-in-One Event Platform
Tripleseat became the central hub for Galloping Hill’s private events program. The team now manages leads, proposals, contracts, BEOs, communications, and payments in one place. Templates and automation reduce admin time, while the guest portal elevates the client experience and keeps everyone aligned. Built‑in reporting shows progress against goals and highlights where to focus next.
Standardized Documents & Duplication
When a repeat client comes back saying they want to host a similar or the exact same event as before, Lama loves that Tripleseat allows her to duplicate the documents—contracts and BEOs—from the previous event to the new event. This feature has been a huge time saver and allows Lama to get all final documents over to the client in no time. Why not make accommodating repeat clients as easy as possible?
Branded Guest Experience & Clear Communication
Real‑Time Sales Visibility
Lama and her team are held to event sales goals, and Tripleseat’s sales reporting helps to show how close they are to the monthly and yearly goals. With all event data located within Tripleseat, Lama can pull a variety of reports to measure various factors around sales activity, leads, contacts, and other financials. Reports can be viewed individually within the Reports tab or at a glance on the main Tripleseat dashboard.
The Results: Faster Turnaround, Fewer Errors, & Better Visibility
After implementing Tripleseat, Galloping Hill simplified the entire event lifecycle from inquiry to payment. The team responds faster, executes consistently, and has a clearer view of performance against targets. The result is a smoother guest experience and more time spent on high‑value work.
- Faster responses to new inquiries led to quicker bookings and fewer drop‑offs.
- Less admin per booking thanks to templates and event duplication.
- A single source of truth reduced document confusion and last‑minute corrections.
- Managers use built‑in dashboards to review pacing and pipeline and make timely decisions.
- Enhanced proposals with 3D visuals supported larger add‑on packages and upsells.
- Smoother handoffs between sales and operations improved team confidence and client experience.
Lessons for Other Event & Hospitality Venues
Whether you operate a golf course, clubhouse, or multi‑space venue, a centralized platform can remove friction and help you book faster. Standardization and visibility are key when volumes grow and expectations rise.
- Centralize documents, communications, and payments to avoid version issues and save time.
- Use templates and duplication to speed up repeat business and maintain consistency.
- Adopt a guest portal so clients always know where to find details and pay on time.
- Track performance with dashboards to catch pacing gaps early and adjust quickly.
- Enhance proposals with visuals to increase perceived value and sell more add‑ons.
Is Your Event Management Process Slowing Down Bookings?
If manual work, scattered documents, and slow replies are costing you opportunities, Tripleseat can help. Give your team a single place to manage inquiries, documents, communications, and payments while providing a polished guest experience.
Request a demo today to see how Tripleseat can streamline your event operations.
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