Stop Missing Critical Client Calls That Could Secure Your Next Major Event
In the fast-paced world of event planning, 85% of leads go cold due to after-hours unavailability, but our custom AI voice agents deliver 24/7 instant responses, ensuring you capture every opportunity without the gaps that cost you revenue.
Join 150+ businesses with round-the-clock client engagement
The "After-Hours Lead Loss" Problem
Prospective clients calling evenings about weddings or corporate galas, only to hang up unanswered—resulting in 30% of after-hours inquiries lost, per industry benchmarks from the International Live Events Association
Event coordinators overwhelmed during peak seasons like wedding season or holiday galas, missing calls that could fill vendor slots or secure venues—leading to underbooked timelines and revenue shortfalls of up to 20%
Last-minute changes to event schedules, such as venue swaps or guest list adjustments, handled poorly via voicemail, eroding client trust in your reliability and risking 15% cancellation rates
International clients in different time zones, like European partners inquiring about transatlantic conferences, reaching out but finding your team unavailable, leading to lost global opportunities worth an average of $10K per missed RFP
Vendor confirmations for catering or AV setups and attendee queries for dietary needs piling up overnight, delaying morning prep for site walkthroughs and causing operational chaos in event execution
Competitors scooping up leads with always-on service for destination weddings or trade shows while you're stuck with rigid office hours, forfeiting market share in a $1.5 trillion global events industry
Our Custom-Built AI Voice Agents for Event Planners
With over a decade of engineering experience in client-facing AI systems, we've empowered event firms to own their communication stack, free from subscription traps.
Why Choose Us
We craft AI voice agents tailored precisely to your event planning workflow. Unlike off-the-shelf bots, ours integrate seamlessly with your CRM, calendar tools, and vendor databases. Picture this: a bride calls at midnight about her dream venue. Our agent qualifies her needs, checks availability in real-time, and books a consultation—all without waking your team. Built on enterprise-grade frameworks, these agents handle complex dialogues, from budget discussions to multi-stakeholder logistics, ensuring every interaction feels personal and professional.
What Makes Us Different:
Unlock Round-the-Clock Excellence in Client Service
Capture Every Lead, 24/7
Capture Every Lead, 24/7: Never miss a call again, even during off-peak hours for destination weddings. Our agents provide instant responses, qualifying prospects on event type, budget, and timeline on the spot and booking consultations, which has increased lead capture by 65% for our clients—turning after-hours inquiries into confirmed bookings without manual follow-up, as seen in a 3-month rollout for a mid-sized firm.
Boost Customer Satisfaction and Referrals
Boost Customer Satisfaction and Referrals: Clients expect immediacy in event planning, from theme brainstorming to last-minute AV adjustments. With always-available support, satisfaction scores rise by 50% within the first quarter, fostering loyalty and word-of-mouth referrals that fill your pipeline organically, with one client reporting 25% more repeat business from corporate event referrals.
Streamline Operations and Cut Costs
Streamline Operations and Cut Costs: Automate routine calls like vendor confirmations for florists or attendee RSVPs for galas, freeing your team for high-value creative work such as custom decor designs. Firms report saving 25 hours weekly on phone duty during peak seasons, redirecting efforts to event innovation and growth, with ROI achieved in under 6 months.
What Clients Say
"Before AIQ Labs, we'd lose so many weekend calls from stressed couples finalizing honeymoons or beach weddings in the Maldives. Now, the voice agent handles initial venue availability chats, checks our real-time calendar, and slots them into consultations—last quarter alone, it booked 12 events we would've missed, adding $45K to revenue from just those after-hours leads."
Sarah Thompson
Senior Event Planner, Elegance Events Collective
"Our corporate gala inquiries spiked during holidays for tech conferences, but no one was around to capture RFP details on attendee numbers or hybrid formats. The custom agent we built with them qualifies those instantly and integrates seamlessly with our Salesforce CRM. It's like having an extra planner on call 24/7—response times dropped from 48 hours to minutes, and we closed three major $200K contracts in Q2."
Michael Rivera
Director of Event Operations, Summit Strategies Partners
"I was skeptical about AI for nuanced event logistics like coordinating multi-day corporate retreats, but after a two-week implementation, it managed vendor follow-ups for transportation and catering overnight flawlessly. No more voicemails piling up; our team starts days caught up on BEOs, and client feedback on availability has been outstanding—up 40% in post-event surveys over six months."
Lisa Chen
Lead Logistics Coordinator, Horizon Celebrations Group
Simple 3-Step Process
Discovery and Customization
We audit your current call flows, event workflows, and client pain points to design an agent that mirrors your expertise—like a digital extension of your planning team.
Build and Integrate
Our engineers construct the voice agent with your specific scripts, integrating it into your tools for seamless data flow and real-time actions such as calendar bookings.
Deploy and Optimize
Launch with 24/7 monitoring, then refine based on live interactions—ensuring it evolves with your business, much like fine-tuning an event's playlist for perfect harmony.
Why We're Different
What's Included
Common Questions
How does the AI voice agent handle nuanced event planning inquiries?
Our agents are custom-built with natural language understanding fine-tuned to event industry nuances. For instance, if a client asks about 'sustainable catering options for a 200-guest gala,' the agent draws from your predefined knowledge base to suggest vetted vendors, check budgets, and even pull availability from your integrated calendar. It's not rigid scripting; we use advanced models that interpret context, ask clarifying questions, and escalate to you only when needed. This ensures responses feel expert and tailored, much like your team's consultations, while operating 24/7 to capture details without errors.
Can it integrate with our existing event management tools?
Absolutely. We specialize in deep, two-way integrations with platforms like Eventbrite, HoneyBook, or Asana. During discovery, we map your workflow—say, syncing a new inquiry directly to create a project ticket or updating vendor lists in real-time. No more manual entry that leads to double-bookings. Our production-ready code ensures reliable data flow, reducing errors by 90% based on client benchmarks. If you use custom tools, we build bespoke connectors, giving you a unified system owned by your business.
What if a call requires human intervention for sensitive topics?
We've designed seamless handoffs. The agent detects complexity—such as budget disputes or custom theme requests—and transfers the call with full context, including a summary transcript and key details logged in your CRM. For example, it might say, 'I'll connect you to our lead planner now, and they've got all your gala specs ready.' This maintains the professional flow without frustrating clients. Post-call, you get analytics on why escalations happened, allowing us to refine the agent iteratively for fewer interruptions over time.
How secure is client data handled by the voice agent?
Security is paramount in client-relationship driven fields like event planning. We adhere to enterprise-grade standards, including end-to-end encryption for calls and compliance with GDPR/CCPA. Data like attendee lists or vendor contracts stays within your controlled environment—no third-party sharing. Our in-house platforms, like RecoverlyAI, demonstrate this with regulated industry deployments. We conduct regular audits and provide customizable access controls, ensuring sensitive details (e.g., celebrity guest lists) are protected, building trust that strengthens your professional reputation.
What's the timeline for implementing this for our event company?
Typically, we deliver a fully functional prototype in 4-6 weeks, followed by testing and optimization. This includes a week for discovery to align with your workflows, two weeks for building and integration, and iterative refinements based on simulated event calls. For a mid-sized firm, full deployment takes 8-10 weeks, scaling to your needs. Unlike subscription setups that drag on, our engineering approach ensures quick value—many clients see initial lead captures within the first month, recouping investment through booked events.
How do we measure the ROI of the AI voice agent?
We equip you with a custom dashboard tracking key metrics: call volume, response times (aiming for under 10 seconds), lead conversion rates, and cost savings from reduced staffing. For event planners, we benchmark against industry standards—like capturing 30% more after-hours leads, which often translate to $20K+ in additional revenue per quarter. Testimonials show 40-60% uplift in bookings. We review these monthly, adjusting the agent to maximize outcomes, ensuring it's not just available, but a proven revenue driver for your operations.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.