Customer story
Sofia Helsinki — a price calculator that books the room
Meeting rooms and event spaces in central Helsinki, where “what would this cost?” gets an instant answer in chat — and turns into a reservation on the spot.
Sofia Helsinki
sofiahelsinki.fiSofia Helsinki rents meeting rooms and event spaces in central Helsinki — ten distinct rooms, from a seven-seat cabinet to a 350-guest hall — with in-house catering for everything from breakfast meetings to full-day events.
Venue pricing is a calculation, not a list: the answer depends on the date, the group size, the room and the catering. That kind of question normally starts an email thread and ends days later. Sofia’s widget answers it while the visitor is still on the page.
A calculator, not a contact form
The widget is embedded on multiple pages of sofiahelsinki.fi in option style, so the calculator form is immediately visible — no chat bubble to open, no “send us a message”. A visitor picks a date, enters the group size, chooses a room and catering, and taps one button. The total price appears in the chat.
Rooms that filter themselves
Each of Sofia’s ten rooms carries a capacity rule in the catalog. Enter 9 participants and the room picker only offers rooms that seat 9 or more — the visitor can’t quote a room that doesn’t fit. The two largest halls are configured differently on purpose: instead of instant booking, they point big events to Sofia’s sales team.
Catering priced per person
Catering packages live in a second catalog with per-person prices, from morning coffee services to a three-course lunch. The selection is optional at quote time and can be refined closer to the event — in the same conversation.
Reservations that stay in sync
The visitor can place a tentative or confirmed reservation the moment the price is right. Overlapping bookings are prevented automatically, and every reservation syncs two ways with Sofia’s own reservation system — so the team keeps working in the tools they already use.
A receipt that keeps the conversation open
After booking, the visitor gets an email receipt of the whole chat. The conversation stays active: replying is all it takes to adjust the catering, move the date, or ask a question — no new form, no lost context.
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