Confidential • Prepared for Ps Tumua & Kathy Masina
Proposal
Manaaki AI Venue System & Commercial Engine
Service Provider
RTS (Romero Tagi Solutions)
2/66 Cavendish Drive
Manukau Central 2104
Auckland, New Zealand
Romero Tagi — Director
info@romerotagisolutions.co.nz
Client
Equippers Church Rotorua
324 Malfroy Road, Pomare
Rotorua 3015, New Zealand
Ps Tumua & Kathy Masina — Lead Pastors
bookings.rotorua@equipperschurch.com
07 215 9665
Every venue enquiry converted. Every booking automated. Zero admin on Tumua.
RTS builds a branded AI assistant, live booking calendar, and commercial engine for the Equippers Rotorua venue — going live inside 3 weeks.
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
01 Background
Equippers Church Rotorua operates a full hospitality venue at 324 Malfroy Road — a 300-capacity event hall, carved wharenui, 80+ bed accommodation wing, and commercial-grade bathroom facilities. Led by Ps Tumua and Kathy Masina, the facility already hosts weddings, hui, tangi, school camps, sports teams, corporate retreats, and cultural tour groups passing through Rotorua's tourism circuit.
The venue currently takes enquiries through Facebook, Instagram DMs, WhatsApp, email, Sunday-service announcements, and word-of-mouth. Every enquiry lands on Tumua's phone. Follow-up, quoting, invoicing, and booking confirmation are all done manually — around the edges of pastoring a church, raising four kids, and running a multicultural community. The venue is already profitable. It's also the single biggest commercial ceiling in the organisation — and it's held in place by one person's WhatsApp.
RTS has been engaged to deliver the Manaaki AI Venue System & Commercial Engine — a branded AI booking assistant, live availability calendar, automated invoicing through Xero, and a full GHL commercial pipeline. Every enquiry captured. Every booking confirmed. Every invoice out the door without Tumua touching a thing. Phase 1 builds and launches the system. The retainer keeps it running and growing.
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
02 The Gaps — What We Identified
The venue is already profitable. The commercial relationships are already real. The problem is operational — too many enquiry channels, too many manual handoffs, too much running through one phone. Rotorua is prime tourism territory and tour buses, sports teams, and destination weddings are underexploited. Every day the system stays manual is a day revenue leaks out the side.
Phase 1 exists to close each of these gaps permanently.
The Gap / Challenge
What It's Costing Equippers Rotorua
Enquiries scattered across 5+ channels
Facebook, Instagram DMs, WhatsApp, email, phone, Sunday announcements — there's no single inbox. Leads get buried, duplicated, or missed entirely. Bus tour enquiries (high-value, time-sensitive) are the first to slip.
No instant response capability
Tour operators and wedding planners shop fast. If Equippers takes 24+ hours to reply while a competitor replies in 5 minutes, the booking is gone. Current response time averages 8–36 hours.
Manual quoting, invoicing, and booking
Every quote is typed from scratch. Every invoice is manually raised in Xero. Every confirmation is a copy-paste. That's 2–3 hours per booking — and hours Tumua doesn't have.
No live availability view
Clients have to ask "is Saturday free?" and wait for a human answer. No self-serve calendar means every enquiry burns time on both ends before the real conversation even starts.
Under-exploited tour group market
Rotorua hosts bus tours daily — Japanese, Chinese, German, Australian. Equippers has a wharenui and a pōwhiri-capable venue that's the perfect cultural experience stop. Zero packaged offer exists for this market right now.
No commercial visibility
Leadership can't answer: how many enquiries came in this month? What's the conversion rate? Who are our repeat clients? Decisions are made on gut feel, not data.
Single-point dependency on Pastor Tumua
Every enquiry, every follow-up, every booking currently flows through one phone. That's a bottleneck and a burnout risk. The AI system unlocks the team by handling everything Tumua currently carries personally.
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
03 How RTS Solves It — Phase 1 Build
RTS will build and launch the Manaaki AI Venue System and GHL Commercial Engine over three consecutive weeks. Working directly with Tumua and Kathy, RTS delivers a branded AI booking assistant, a live hour-by-hour availability calendar, automated Xero invoicing, SMS + email follow-up flows, and a live commercial dashboard — all integrated to the Equippers venue brand and ready to take bookings the day it goes live.
First priority: the branded AI assistant and booking calendar. Before anything else, RTS will build Manaaki — the always-on venue AI that sits on Equippers' website, handles enquiries conversationally in English and with te reo warmth, checks live availability, books time slots, and sends an instant quote. That single deliverable stops the leak on day one.
Deliverables (tap to expand)
What it is: A branded, conversational AI assistant embedded on the Equippers venue page. Greets visitors, handles enquiries in natural NZ English with te reo warmth, qualifies leads, books the right space, and sends an instant quote — all without a human touching it.
What it unlocks:
Instant response, 24/7 — including the Japanese tour group enquiring at 11pm Tokyo time
Handles wedding, hui, tangi, sports team, school camp, and tour group flows with tailored pricing logic
Never sleeps, never forgets, never off preaching on a Sunday
What it is: A visual, interactive calendar showing live availability across the main hall, wharenui, and accommodation wing — by hour, across the week. Clients pick their slot; the system builds the quote.
What it unlocks:
Clients self-serve 80% of basic availability questions
Zero double-bookings — the calendar is the single source of truth
What it is: Packaged offers for bus tours, international visitors, and cultural experience bookings — pōwhiri + wharenui dinner + overnight + breakfast. Priced per head. Sellable via the AI in under 90 seconds.
What it unlocks:
Captures the Rotorua tourism market Equippers is currently invisible to
High-margin, high-volume bookings on weekdays that were previously empty
Manaaki the AI becomes the storefront for manaakitanga the venue already delivers
What it is: When a booking is confirmed in the chat, a proper Xero invoice is generated and emailed to the client automatically. 50% deposit link (Stripe + bank transfer) locks the date. Full invoice reconciled against the booking in GHL.
What it unlocks:
Zero manual invoice typing — hours back per week
Faster cashflow — deposits land the same day the booking is made
Clean Xero records with every booking tagged and categorised correctly
What it is: A GHL sub-account configured end-to-end for Equippers Rotorua. Pipeline stages: New Enquiry → Quote Sent → Deposit Pending → Confirmed → Event Delivered → Rebook Offered. Every booking moves automatically.
What it unlocks:
One place to see every enquiry, every booking, every stage
Automated SMS + email sequences at each pipeline stage
Post-event re-engagement — Google review request + rebook offer at 14 days
What it is: Pre-written, branded sequences that fire at every stage — instant enquiry acknowledgement, quote reminder, deposit confirmation, 48-hour pre-event check-in, thank-you + rebook at 14 days post-event.
What it unlocks:
Every client feels personally looked after without Tumua sending a single message
Rebook rate lift — biggest leverage in hospitality is the client you already won
Professional follow-through at every touchpoint
What it is: A private web dashboard for Tumua and Kathy. Enquiries this month. Conversion rate. Pipeline value. Upcoming bookings. Repeat clients. Live. Phone-friendly.
What it unlocks:
End the "flying blind" problem — every commercial question answerable in one glance
Shared visibility across leadership, admin, and Kathy
What it is: Live walkthrough with Tumua, Kathy, and whoever handles the admin. Short Loom video library for future reference. Go-live switch flipped. Retainer plan confirmed.
What it unlocks:
Team confident operating the system day one
Clean handoff into ongoing retainer
System live and taking real bookings within 21 days of signature
Note on the retainer: Phase 1 is the build. The retainer keeps the system running, optimised, and growing — system monitoring, automation fixes, new funnels, ongoing AI improvements. Retainer tier is selected on the Agreement page. First month is free on any tier.
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
04 Timeline — 3 Weeks to Live
Week 1
Manaaki AI + Calendar
Week 2
Pipeline & Invoicing
Week 3
Launch & Handover
Week 1 — Manaaki AI & Booking Calendar
Discovery session with Tumua and Kathy — voice, tone, branding, pricing logic
Manaaki AI assistant built, trained on Equippers' venue spaces and event types
Live hour-by-hour booking calendar built across main hall, wharenui, accommodation
Weekend premium + capacity logic wired in
First walkthrough preview sent to Tumua for feedback
Week 2 — GHL Pipeline, Xero & Tour Packages
GHL sub-account built and branded to Equippers Rotorua
Pipeline stages, automations, and SMS/email sequences all configured
Full end-to-end test — fake booking run all the way through to confirmed invoice
Live walkthrough with Tumua, Kathy, and admin support
Short Loom video library delivered for future reference
System switched live on the Equippers venue page
Retainer tier confirmed, first month free kicks in
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
05 Investment
Phase 1 — Foundation Build (one-time)
Phase 1Manaaki AI + Commercial Engine — 3 week build
Branded AI assistant · Live booking calendar · Tour group packages · Xero invoicing · GHL pipeline · SMS/email flows · Leadership dashboard · Training + Loom library
$2,999+ GST
Payment Terms — Phase 1
$1,500 + GST deposit on signature — locks the build slot
$1,499 + GST on go-live — Week 3, after full walkthrough and sign-off
⚡ Sign & Pay In Full Today — Save $1,000
Pay $1,999 + GST in one payment today and we take $1,000 straight off the setup fee. Build slot locked, first-in-queue for Week 1 kickoff, no second invoice.
Payment via bank transfer or Stripe. Xero invoice issued upon acceptance.
Ongoing Retainer (pick your tier on the Agreement page)
EssentialsDIY after build
Email support (48hr) · Monthly system health check · Minor automation tweaks · Self-managed after handover
$297+ GST / month
Growth ★Recommended — fully managed engine
Everything in Essentials · Full GHL system management · Monthly revenue report · 1 new funnel / month · Priority WhatsApp support (same day) · 1 social post / week · Pre + post event sequences maintained
$597+ GST / month
CommercialFull growth engine — active marketing
Everything in Growth · 3–4 social posts/week (FB + IG) · Reels + short-form video · FB + IG ad management · Monthly strategy call with Romero · Lead-gen + seasonal booking campaigns
$997+ GST / month
First month retainer FREE on any tier. Monthly thereafter. 30 days cancellation notice after first 3 months. No lock-in.
How It Compares
Part-Time Admin Hire
Manaaki AI System (Growth)
Monthly cost
$2,800–$3,200 + wages, super, training
$597 + GST
Hours available
20 hrs / week
24 / 7 — never sleeps
Response time to enquiry
Hours to days
Under 10 seconds
Onboarding
Weeks of training, ramp-up
Live in 3 weeks, trained end-to-end
Sick days / leave
Yes
None
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
06 What Comes Next — The Retainer
Phase 1 builds the engine. The retainer keeps it running — and turns it into a compounding asset. The Growth tier is what most operators start on: fully managed, monitored, and improved every month. As the booking flow proves itself, most clients step up to Commercial to layer on active marketing and scale aggressively.
What the retainer actually covers: The system doesn't just sit there. It gets maintained, optimised, and extended as Equippers grows. New funnels launch for new markets (wedding season campaigns, tour operator outreach, corporate retreat offers). Manaaki the AI gets smarter with every booking. Reports land in Tumua's inbox every month without being asked.
Ongoing Retainer Activity
System monitoring & upkeep — automations, integrations, and the AI itself are tested weekly. Issues fixed before you notice.
Monthly revenue report — enquiries, conversion rate, revenue, repeat rate, pipeline value. Delivered to Tumua's inbox on the 1st of each month.
New funnels — one new funnel per month on the Growth tier (wedding enquiry funnel, bus tour outreach, corporate retreat, seasonal campaigns, etc.)
AI improvements — Manaaki keeps learning Equippers' voice, pricing, and event mix. Response quality compounds over time.
Social & content — 1 post/week on Growth, 3–4/week plus reels + ad management on Commercial.
Strategy — monthly call with Romero on the Commercial tier, quarterly growth review on all tiers.
Disclaimer: RTS provides the AI assistant, booking system, and commercial infrastructure described in this proposal. Booking conversion rates and revenue outcomes depend on inputs outside RTS's control — pricing, demand, Equippers' response to out-of-hours enquiries the AI can't resolve, and local market conditions. RTS does not guarantee specific revenue results, but does guarantee that every enquiry that comes through the system is captured, responded to, and tracked. Third-party platforms (GHL, Xero, Stripe) are integrated as-is and subject to their own service availability.
Proposal • RTS x Equippers Rotorua
Manaaki AI Venue System & Commercial Engine
07 Agreement & Confirmation
Equippers Church Rotorua
On sign & submit, the email above receives:
✉️ Confirmation email with the fully-executed proposal attached as PDF
🔗 Link to the live demo page (equippers-rotorua-venue.html)
