AI for Event Planners

AI Receptionist for Event Planners

You're at a venue walk-through or managing a live event — not at your desk. An AI receptionist captures new event inquiries, qualifies budgets and dates, books consultations, and handles vendor coordination calls while you create unforgettable experiences.

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AI receptionist for event planners uses voice AI to answer calls 24/7, book appointments through natural phone conversations, qualify leads, and route urgent calls — so your team focuses on clients, not answering phones. Powered by virtual assistant technology.

$3,000–$10,000+

average event planning engagement

65%

of event inquiries come during evenings and weekends

50%

of prospective clients book with the first planner to respond

Common Phone Challenges for Event Planners

✕Missing inquiry calls while on-site at events, venue tours, or vendor meetings all day

✕Prospective clients calling multiple planners and booking whoever responds first

✕Vendor calls requiring coordination on delivery times, setup details, and changes

✕Budget and scope conversations consuming hours before you know if the lead is qualified

✕Peak wedding season creating a backlog of unreturned inquiry calls

How AI Receptionist Solves These for Event Planners

1

Event Inquiry Qualification

Captures event type, date, guest count, budget range, and venue preferences from every caller. Qualified leads are prioritized with all details organized for your review — no more chasing vague voicemails.

2

Consultation Booking

Qualified prospects book directly into your calendar for initial planning meetings. The AI explains your planning packages, process, and what to prepare for the consultation.

3

Vendor Call Coordination

Handles inbound vendor calls about delivery schedules, setup requirements, and contract questions. Routes urgent changes to you immediately while logging routine updates for your review.

4

Day-Of Event Support Line

During live events, the AI manages incoming calls from guests asking for directions, vendors confirming arrival times, and venue staff with logistics questions — so you can focus on execution.

What's Included

24/7 AI call answering

Appointment booking by phone

Intelligent call routing

After-hours handling

Lead qualification

Calendar sync (Google, Outlook)

SMS & email confirmations

Custom greeting & scripts

Call analytics dashboard

Frequently Asked Questions

Can the AI qualify event planning leads?

Yes. It collects event type, date, guest count, budget, and vision. Based on your criteria, it identifies high-value leads for immediate follow-up and routes others to your inquiry form or packages page.

How does it handle vendor calls during events?

Vendors calling about deliveries, setup changes, or logistics get immediate assistance. The AI logs details and routes urgent matters to you or your coordinator while handling routine confirmations independently.

Does it work for different types of events?

Yes. You configure it for weddings, corporate events, galas, birthday parties, or any event type. The AI adjusts its intake questions and qualification criteria based on the event category.

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