MAX for Sales, the first product in the MomentusMAX suite of native AI products, is an application for venue sales teams. After an opportunity is qualified, you can use MAX for Sales to plan space, add packages and services, and create a proposal. Use this article to understand why MAX for Sales suggests the plans it does, and how admins tune those suggestions. The catalog and pricing of packages and services come from Enterprise or Elite, and you manage them there, not in MAX for Sales.
Related articles: Settings & Configuration (Price List, Proposal Templates and Recommendation Score) and Work an Opportunity: Deal Analysis and Stages (holds, stages and email).
Overview
| Section | What it covers |
|---|---|
| The space recommendation engine | How MAX for Sales suggests past events as a reference when building space plans |
| Space Plans Recommendation Score | How to tune the weights, match limits, and settings behind those suggestions |
| Known limitations | Current gaps and behaviors to know |
| Packages & Services | Adding packages and services to an opportunity |
| Generate a proposal | Building and sending a proposal |
The space recommendation engine
When you are building out space plans for an opportunity, MAX for Sales suggests past events to use as a reference. Each suggestion shows which factors it is based on and how strong the match is.
Where you see suggestions: Open the opportunity and select the Space Planning tab. MAX for Sales shows a set of plans to compare, for example Plan A to Plan D.
Each plan has a Why Plan A? panel that explains in plain words why MAX for Sales suggested it. MAX for Sales always builds Plan A from your venue's own rooms. It sizes the plan to the opportunity's attendance, event type and any notes about space. It does not copy a past event, even when a good past event exists. The other plans (B onward) copy past events. Their panel names the past event, says why it was a good match, and links to it with View reference event. If a room used by the past event is not free on your dates, the plan can use a different room, and the panel says so.
📌 Note: Check room availability
If MAX for Sales cannot confirm that the rooms are free, a warning appears at the top of the plan. Check the rooms in Enterprise or Elite before you send the plan.
📌 Note: Fill in these fields first
The recommendation engine reads the opportunity's event type and minimum and maximum attendance. Fill these in before you open Space Planning. See Work an Opportunity: Deal Analysis and Stages.
Select Plan Assistant to ask a question about a plan.
How it searches: MAX for Sales searches in three steps, in this order. It stops at the first step that finds something:
- Past events from the same account that share a name keyword with the opportunity
- If none, events from any account that share a name keyword (only if the opportunity has an account)
- If none, events of the same event type from any account. MAX for Sales ranks them on the five factors below, and each one needs to reach a minimum score. If this still finds nothing, it tries again without the event type.
📌 Note: The steps never mix. If even one past event from the same account shares a name keyword, every suggestion comes from that account, even if a better match exists elsewhere. If the opportunity has no account, step 1 searches all accounts and MAX for Sales skips step 2.
How it scores: MAX for Sales scores every past event on five factors: attendance, duration, event type, time of year, and revenue. In steps 1 and 2, it combines that score with how closely the event's name matches the opportunity's name. So among events with matching names, the five factors still decide the order, and they can still rule an event out. In step 3, there is no name to match, so the order depends on the five factors alone. Account history is never part of the score. It only decides which events MAX for Sales searches, and whether a match gets the "Same client" label.
What you see: each suggested event shows which factors it matched on and by how much, plus a "Same client" or cross-account label.
📌 Note: In step 3, the "Same client" label can still appear, but it does not add to the score. It is for your information only.
Example: Chamber of Commerce Annual Gala
New opportunity: | Field | Value | |---|---| | Name | 2027 Chamber of Commerce Annual Gala | | Account | Chamber of Commerce (existing) | | Attendance | 400 | | Event type | Gala/Banquet | | Duration | 3 days | | Date | March 2027 | | Budget | $85,000 |
Step 1: same account and name match MAX for Sales searches the Chamber's own past events for a shared name keyword ("Annual," "Gala," "Chamber of Commerce"). Two past events share the keyword:
- 2026 Chamber of Commerce Annual Gala: 3 days, 380 attendees, $78,000 revenue
- 2024 Chamber of Commerce Annual Gala (1-day format): 1 day, 350 attendees, $70,000 revenue
For example, the Duration match limit is set to 60%: a past event can differ from the opportunity's length by up to 60% and still pass. For a 3-day event, that is roughly 1 to 5 days; anything further off fails.
- The 2026 event: 3 days, exact match → passes
- The 2024 event: 1 day, too far outside that range → rejected because it fails the Duration match limit, even though its revenue and attendance are close
Only the 2026 event survives. MAX for Sales uses its plan, with the Same client label.
📌 Note: Even if a better-fitting gala exists in another account, MAX for Sales never checks it, because step 1 already found something.
If step 1 found nothing: Step 2 searches any account for the same name keywords. A match gets the cross-account label.
If step 2 also found nothing: Step 3 ignores names. It ranks Gala/Banquet events from any account in your organization on attendance, duration, event type, season and revenue only. As in every step, a past event also has to reach the matching score: its combined score across all five factors, not just one. A past event can pass every individual match limit and still fail here if its overall fit is too low.
Space Plans Recommendation Score
Where to find it: Settings → Insights & Automation → Recommendation Score (admin access only).
This screen controls how MAX for Sales scores and ranks past events as matches for a new opportunity. MAX for Sales comes with default weights and match limits, and you can change every one of them to fit how your team sells.
Tuning order
Recommended order for tuning this page:
- Check your data first in Eligible Events for Recommendation: see how well your historical events support each factor before touching any settings.
- Select Suggest settings: let MAX for Sales recommend weights based on what your data can support.
- Test and refine with Live Preview: enter a sample opportunity and see exactly how past events would score, then adjust by hand if something looks off.
💡 Tip: Do not start by guessing at weights. Most confusion with this page comes from tuning before knowing what your own data can support.
Weights and match limits
A weight sets how much each factor influences which past event ranks closest.
A match limit sets how far off one factor can be before MAX for Sales rules out the past event, no matter how well it matches on everything else. For example, if the new group needs 1,000 seats, MAX for Sales rules out a past event built for 50.
If a past event has no recorded data for a factor, MAX for Sales does not reject it for that factor. It skips that check for the comparison.
The six factors
| Factor | What it compares |
|---|---|
| Name | Text similarity between event names |
| Capacity | Opportunity attendance compared with the past event's attendance |
| Duration | Planned length compared with the past event's actual length |
| Event Type | Exact match only, no partial credit |
| Seasonality | Closeness of month (wraps around the calendar) |
| Revenue | Opportunity budget compared with the past event's revenue |
All six weights add up to 100%.
Weight and match limit are both percentages, but they answer different questions. Weight is how much a factor counts toward the score. Match limit is how different a factor can be before MAX for Sales leaves out that past event.
📌 Note: A match limit sets how different a past event can be on that factor. A match limit of 50% on Capacity means "allow up to 50% difference in size". For a 1,000-person opportunity, that allows past events from 500 to 1,500 attendees. A higher match limit allows more difference (a looser match). It is not a fixed headcount limit.
📌 Note: Event Type is On or Off
Event Type is a match or no match, so it has a Match same Event Type only switch instead of a match limit. Off keeps past events of a different event type in the list. They only lose the Event Type points. On leaves them out.
📌 Note: Missing data never triggers a match limit rejection on its own. A match limit only rejects a past event when both the opportunity and that event have data for the factor. Missing data on either side skips that check. This is separate from scoring: see below for how missing data affects each factor's score.
What gets compared: Capacity and Revenue come from different places in Enterprise and Elite:
| Factor | Enterprise | Elite |
|---|---|---|
| Capacity | Actual, then Planned, then Forecast attendance | Actual, then Forecast attendance (Elite has no Planned field) |
| Revenue | Enterprise's own order revenue | Actual revenue, or estimated revenue if no actual revenue is recorded |
In both, revenue includes internal and blackout events.
For Capacity, Duration, Event Type, and Seasonality, missing data scores a 0 for that factor. MAX for Sales does not exclude it, so it can still lower the overall match score. Revenue is the exception: with no budget on the opportunity, MAX for Sales does not score Revenue at all and shifts its weight to the other four factors (Capacity, Duration, Event Type, Seasonality) automatically. Name is never part of that redistribution.
Matching score: the lowest combined score across all five factors that a past event needs to appear as a suggestion. It applies to every suggestion, whichever step found it. It does not look at one factor. It rejects a past event if its combined score is too low overall.
Eligible Events for Recommendation
This panel shows: - Total events on file, and how many are usable with your eligibility settings - Coverage per factor: what percentage of usable events have data for each factor, with a status chip (no data / low data / OK) - A what-if table showing how usable event count and coverage would change if you toggled eligibility settings - Which match limits are actively rejecting events due to missing data, and how many
The numbers refresh nightly. Select Refresh to update them. Matching score is not shown in this panel, because it compares each candidate with a specific opportunity. Tune it by reviewing real suggestions.
📌 Note: Eligibility switches
Events with actual or planned attendance, or a service-order total, always qualify as past events. Two switches let in more: Include estimated attendance and Include events with a booked room. The what-if table calls the first one Forecast. Turning a switch on expands your history pool, which can change your coverage numbers above.
How to read your data health numbers
Coverage percentage per factor tells you how much that factor can influence scoring:
- Low or no coverage (most events missing that field) → that factor cannot meaningfully differentiate your past events, no matter how high you weight it. Consider lowering its weight, or let Suggest settings do it for you.
- High coverage → the factor is reliable to weight heavily and to set a meaningful match limit on.
💡 Tip: A match limit's reach depends on coverage, which decides whether changing it does what you expect.
For example, a Capacity match limit of 50% allows up to 50% difference in size and rejects anything outside that range.
- If 90 of your 100 past events have attendance recorded, that match limit can act on 90 of them. Lowering it narrows your results, as you would expect.
- If only 10 of your 100 past events have attendance recorded, that match limit can only act on those 10. The other 90 skip the check automatically (no data = no rejection), so even a strict (low) match limit changes few results.
Before you lower a match limit to get stricter matches, check that factor's coverage first. A match limit on a factor with little data has almost no effect on your results, however strict you set it.
The rejection count next to each match limit tells you how many of your usable past events your current setting on that factor rules out. If this number feels high and you are not seeing enough suggestions, loosen that match limit by raising it.
The what-if table lets you check before you change anything. If your number of usable events feels too small, see whether turning on Include estimated attendance or Include events with a booked room would give you more.
Suggest settings
Recommends weights and match limits based on how well your own historical data covers each factor. It raises weights for factors your data covers well and lowers them for factors it covers poorly. Needs 30+ historical events. Never touches Name.
📌 Note: If Name's weight is very high, Suggest settings may not have enough room to tell the other five factors apart. It can then suggest 0% for a factor your data supports well. When this happens, MAX for Sales shows a clear message instead of a confusing "0%".
Live Preview
Select Try a test inquiry to see how a made-up inquiry would rank against your real event history with your current settings. Enter an attendance, event type, start month, revenue and duration. Event name is optional. Your settings do not change, and MAX for Sales does not create an opportunity. The test inquiry has no account, so MAX for Sales skips same-account matching. The results show: - Which matcher ran (name match or weighted fallback) - Ranked results with a score and factor-by-factor breakdown - The actual rooms tied to each matched past event
Known limitations
⚠️ Known issue: MAX for Sales moves to the next step only when a step finds nothing at all, not when it finds only weak matches. Even one weak name match stops the search from looking for a better event elsewhere.
⚠️ Known issue: A banded attendance figure scores as its midpoint, not its maximum. If a past event's attendance was recorded as a range (for example, 200–350) rather than an exact number, Capacity scores against the midpoint (275), not the top of the range. A past event can look like a weaker size match than you would expect if you were assuming the higher number.
⚠️ Known issue: If the opportunity has no budget, Revenue does not just drop out of scoring. MAX for Sales shifts its weight to the other four factors (Capacity, Duration, Event Type, Seasonality) for that comparison. So an opportunity with no budget gets a different weighting from one with a budget, not just a lighter version of the same scoring.
⚠️ Known issue: For organizations with very large historical event libraries, some searches stop after a fixed number of events. This is unlikely to affect most customers. If your suggestions seem to be missing a known past event, contact support.
Packages & Services
On the opportunity's Packages & Services tab, you build out a configuration: the set of packages and individual services/add-ons selected for that opportunity.
How it works: each set of items you build appears as a tab on the page, such as New Selection 1. 1. Select Add from catalog. 2. Check the Price list. MAX for Sales suggests one, and you can switch it. 3. Browse by category or search. Set a quantity and select Add. Your items appear under Selected items, grouped by price list. 4. Select Add to selection. 5. You can change the quantity on the item at any time.
📌 Note: Which price list MAX for Sales suggests
MAX for Sales suggests price lists in the order set in Settings → Sales Tools → Price List: the Packages & Services list first, then the Everywhere list. You can always pick a different one.
A package is a pre-defined bundle of items (and can include nested sub-packages). A service (shown under "Services & Add-ons") is an individual catalog item added on its own, outside of a package.
Switching price lists: a rep can switch price lists mid-configuration. Items you already added stay as they are. MAX for Sales does not remove them or change their price. Each item keeps its own price list, so one configuration can have items from more than one price list.
📌 Note: Item pricing comes directly from Enterprise or Elite. You cannot edit it in MAX for Sales. To correct a price, update it in Enterprise or Elite. MAX for Sales picks up the corrected price automatically.
📌 Note: MAX for Sales does not support discounts.
Generate a proposal
From the opportunity's Proposals tab, select New Proposal. In the Create Proposal window, choose a template, or select Start from scratch.
The proposal builder shows a page preview on the left and a Build this proposal panel on the right. The panel has three sections, and each shows a status such as To review, To complete, Completed or Not included.
- Details: Fill in the fields the template asks for. Each field shows the pages where it appears. You must fill in fields marked Required before you can continue. When you start from scratch, you choose which details the page shows: Opportunity name, Organization, Primary contact, Contact email, Contact phone, Event dates, Expected attendance, Event type, Budget and Opportunity owner. They print in the order listed.
- Rooms: Rooms come from a hold on the opportunity. If there is no hold yet, place one first or select Skip this step.
- Packages & Services: Add the packages and services you want, then choose how they appear: List, Table or Cards.
📌 Note: Keep at least one section
You can skip Rooms or Packages & Services, but at least one must stay on the proposal.
Starting from scratch uses your venue's brand (logo, colors and font) set in Settings → Sales Tools → Proposal Templates. Use Add a page to add pages.
When you are ready, select Review & send. On the Name & send screen, name the proposal, then select Save as draft or Send proposal. Send proposal saves the proposal and opens a New Email pane with a drafted email and the proposal PDF attached. Check the recipients, edit the draft, then select Send Email. The proposal's status on the Proposals tab changes from Draft to Sent.
While building the proposal, you can edit content and adjust layout and size. Images can be added to the hold/space section only, not packages and services.
Recommendations: when selecting packages and services, MAX for Sales shows suggestions under Recommended packages, each with a basis line reading "Based on N similar events at this venue" and a match badge (for example, 10% match). Hover the badge to see the raw usage count ("Added to X of Y similar events") it is partly based on.
📌 Note: The match percentage is a composite score. It weighs how often the package was used in similar past events together with how well it fits this opportunity's own attendance, event type, season, and budget.
📌 Note: With very few similar past events, a recommendation may show as low-confidence. With none, MAX for Sales does not recommend it.
Custom proposal templates
A proposal template is a saved PDF layout that reps can reuse. Use one when you want every proposal to match your venue's own branding and wording.
Admins create and publish templates in Settings → Sales Tools → Proposal Templates. For upload steps, field mapping and statuses, see Settings & Configuration. Only templates with the Published status appear when you start a proposal.
📌 Note: Size limit when sending
You can upload proposal files up to 20 MB. When you send a proposal by email, the limit is 20 MB for Enterprise and 5 MB for Elite.