Fewer Image Requests, Faster Proposals: Elevating Group Sales Efficiency and Digital Asset Management with Visiting Media
Set along the Lower Colorado River just outside Austin, Hyatt Regency Lost Pines Resort & Spa is a 405-acre destination resort built for both leisure travelers and large-scale group business. The property offers 490 guest rooms (including 56 suites), more than 60,000 square feet of indoor meeting space and over 240,000 square feet of outdoor function space, with two ballrooms, a dedicated event barn, and expansive outdoor venues that can host groups of nearly any size. Signature amenities include a full-service spa, an 18-hole golf course, a water park, and direct river frontage.
Hannah Knight, Marketing Manager at Lost Pines, points to group business as the property’s most important segment. Transient guests, largely regional families from Austin, Houston, Dallas, and San Antonio, round out the business mix. With such a large and varied footprint of indoor and outdoor event space, showcasing everything the resort has to offer, consistently and efficiently, had become a growing challenge for the marketing and sales teams.
Situation
Before adopting the Visiting Media platform, Hannah and the marketing team relied on a manual, image-heavy process to support sales. She had built a PowerPoint-based proposal template to maintain some brand consistency, with sales team members filling in blanks and pasting in property images as needed. But keeping that template current was time-consuming, and it went out of date quickly.
Process
The Visiting Media platform came to Lost Pines through the property’s Director of Sales and Marketing, who joined in July 2024 after previously working at a downtown Austin property. After his first several months settling in, he identified the platform as a priority investment for the property, and the team shot its first round of content in December 2024.
Building a Tour That Mirrors the Real Walkthrough
The shoot was split into two phases: one for public and group-facing spaces, and a second in spring 2025 for transient-facing spaces and outdoor areas, timed so the trees were in full bloom.
Hannah credited the Visiting Media photographer’s attention to detail, including reshooting a 360 image because a lampshade was crooked, for catching issues in the moment and knowing that the small things make all the difference.
Powering More Efficient Sales Proposals
With the Visiting Media platform live, the sales team gained the ability to build proposals using specific meeting spaces, complete with room dimensions and measurements, rather than relying on static images sent back and forth by email. Because the property has so much indoor and outdoor space, and now has tours covering nearly all of it, the team can customize each client’s experience by sending a full virtual walkthrough of every space proposed for a group’s program. Paired with Hyatt’s proposal tool, the platform has made the sales team markedly more efficient in responding to leads.
Extending the Tour Across Both Websites
The tour is embedded on Hyatt.com and on the property’s own vanity site, giving prospective guests and planners a consistent visual experience no matter where they land. Hannah also pointed to the platform’s value as a digital asset management tool: with one central library of current, high-quality assets, the team is no longer relying on shared drives and manual uploads to stay aligned.
Results
According to Hannah, Visiting Media has made the process of providing the sales team with all of the assets and content they needed much quicker and more efficient.
It also functions as a digital asset management tool for us — one place with the latest, highest-quality assets, so we’re not relying on Google Drive uploads and downloads to keep everyone aligned.
Replacing the outdated PowerPoint template with proposals built around the interactive tour has given the sales team a faster, more current way to respond to leads. Sales can now click through a live tour rather than attaching static images to an email, cutting down the manual work required to put a proposal together.
To supplement the property’s existing photography, which is largely wedding-focused in the ballroom spaces, Hannah has taken screenshots directly from the TrueTour and used ChatGPT to generate CGI-style images showing a meeting configuration instead. It’s a workaround she’s found genuinely useful, since no content shoot can anticipate every setup a planner might ask about, and she sees an opportunity for a similar capability to live natively inside the platform down the road.
Summary
For Hyatt Regency Lost Pines, Visiting Media has become the connective tissue between a sprawling, amenity-rich property and the teams trying to sell it: marketing has a single, current library of visuals, and sales has a faster, more self-sufficient way to bring every space to life for prospective groups. As the resort continues to build out its digital presence, Hannah expects the tour to remain a core part of how Lost Pines shows up online and in every proposal that goes out the door.
Hyatt Regency Lost Pines Resort & Spa Quick Overlook
- Segment: Resort
- Space: 490 rooms | 60,000+ sq. ft. indoor meeting space, 240,000+ sq. ft. outdoor function space
- Facts: Consolidated proposal building, digital asset management, and website presentation into one live tour spanning nearly every indoor and outdoor space on a 405-acre property