Chatbot for Event Planners

Booking Chatbot for Event Planners

Clients book consultations, venue walkthroughs, and planning sessions through an AI chatbot that collects event details, guest counts, and budget — so you arrive at every meeting prepared.

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A booking chatbot for event planners is an AI-powered chatbot that books appointments through your website 24/7 using natural conversation. It checks real-time availability, collects client details, and confirms the booking — so your team focuses on service, not scheduling.

70%

of event inquiries come during evenings and weekends

$3,000

average event booking lost to slow response

2x

more consultations booked with instant scheduling

Scheduling Challenges for Event Planners

✕Inquiry emails piling up during event execution days when you can't respond

✕Prospects wanting immediate responses but reaching voicemail during events

✕Consultations booked without knowing event type, date, or budget

✕Couples and corporate clients comparing planners and booking whoever responds first

✕Seasonal peaks making it impossible to manage inquiries and active events simultaneously

What the Chatbot Does for Event Planners

1

Event Brief Collection

The chatbot gathers event type, date, guest count, venue preferences, and budget range before the consultation — so you walk in with a complete picture.

2

Event Type Routing

Weddings, corporate retreats, birthday parties, and nonprofit galas each route to the planner with the right experience and availability.

3

Venue Tour Scheduling

When venue selection is part of the process, the chatbot books walkthrough appointments at partner venues based on the client's preferred date range.

4

Follow-Up Meeting Automation

After the initial consultation, the chatbot schedules follow-up planning sessions at regular intervals leading up to the event date.

Live Conversation

How Clients Book With Your Chatbot

This is a real booking scenario for event planners. The chatbot guides clients through service selection, availability, and confirmation — in a natural, conversational flow.

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Booking Assistant

Online

Welcome! I'd love to help you plan your event. What type of event are you planning — wedding, corporate, birthday, or something else?

We're planning a corporate holiday party for about 150 people in December

A 150-person holiday party sounds wonderful! Do you have a venue in mind, or would you like a venue tour as well? I have consultation slots this week on Wednesday at 10:00 AM and Friday at 2:00 PM.

We need venue help too. Wednesday at 10 AM works.

What's Included

AI chatbot booking widget

No-code visual builder

Website, WhatsApp & SMS channels

Email & SMS reminders

Custom intake forms

Calendar sync (Google, Outlook)

Team & staff scheduling

Custom branding

Conversation analytics

Frequently Asked Questions

Can the chatbot collect event details before the meeting?

Yes. It gathers event type, date, guest count, venue preferences, budget, and special requirements — so your consultation starts productive, not with basic questions.

Does it handle both personal and corporate events?

The chatbot routes wedding inquiries to wedding specialists and corporate requests to event coordinators with relevant experience.

Can it book venue tours alongside consultations?

Yes. When venue selection is needed, the chatbot schedules walkthrough appointments at your partner venues based on the client's timeline.

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