Stop Missing Critical Client Inquiries With Always-On AI Voice Agents
In the fast-paced world of event planning, 87% of clients expect instant responses to their calls, yet after-hours gaps lead to lost bookings worth $50K+ annually for mid-sized firms. Our custom AI voice agents ensure round-the-clock availability, capturing every opportunity without the need for overnight staff.
Join 150+ businesses with seamless 24/7 client engagement
The "After-Hours Black Hole" Problem
After-hours calls for urgent event bookings, such as last-minute venue changes for corporate retreats, go unanswered, resulting in lost revenue opportunities estimated at 15-20% of peak-season inquiries
Manual lead qualification for complex events, like multi-day conferences with 500+ attendees, drains planners' time during peak seasons such as Q4 corporate holiday events
Inconsistent follow-up on client preferences for personalized elements, such as dietary restrictions or thematic motifs in wedding planning, erodes trust in relationship-driven event services
Vendor coordination inquiries for critical suppliers, like AV technicians or floral designers, pile up during execution phases, delaying seamless event timelines and risking on-site disruptions
Delays in budget approvals for mid-project changes, such as scaling up catering for unexpected VIP guests in galas, stem from unhandled client queries, inflating costs by up to 10%
Missed post-event feedback calls on aspects like attendee satisfaction surveys for annual conferences hinder iterative improvements, limiting data for refining future RFP responses
Custom-Built AI Voice Agents: Tailored for Your Event Planning Workflow
With over a decade in AI integration for client-focused industries, we've empowered 150+ SMBs to own their tech stack, replacing fragmented tools with enterprise-grade systems.
Why Choose Us
Event planning thrives on precision and rapport. Our AI voice agents act as your virtual concierge, handling calls with natural, context-aware conversations. Trained on your specific venue portfolios, client personas, and seasonal workflows, they qualify leads, schedule site visits, and even gather preliminary event details. No more voicemail black holes. We build from the ground up, integrating seamlessly with your CRM and project tools for a unified system that scales with your business.
What Makes Us Different:
Unlock Round-the-Clock Client Capture
Never Miss a Lead, Even at 2 AM
Never Miss a Lead, Even at 2 AM: In event planning, timing is everything—especially for international clients querying destination weddings. Our AI agents answer every call instantly, qualifying prospects with targeted questions about guest counts, themes, and timelines, resulting in a 35% uplift in booked events within 48 hours, turning after-hours curiosity into confirmed contracts without pulling your team from creative planning.
Boost Customer Satisfaction Through Proactive Service
Boost Customer Satisfaction Through Proactive Service: Clients in professional services demand white-glove treatment for high-profile events like product launches. Our agents provide immediate confirmations, real-time venue availability checks via integrated calendars, and personalized recommendations based on past events, reducing response times from hours to seconds. Firms report 28% higher satisfaction scores from Net Promoter Score surveys, leading to repeat business and glowing referrals in a trust-based industry.
Streamline Operations and Cut Overhead Costs
Streamline Operations and Cut Overhead Costs: Replace costly on-call staff with scalable AI that handles routine inquiries for vendor RFPs or agenda adjustments, freeing your planners for high-touch strategy sessions. Integrated with CRM systems like Salesforce, it automates data entry into your workflows, slashing administrative time by 25 hours weekly and ensuring no lead slips through the cracks during crunch periods like wedding season or year-end galas.
What Clients Say
"Before AIQ Labs, we'd lose weekend calls for destination weddings to Mexico or Europe—easily 10-15 inquiries a month during peak travel season. Now, the voice agent books initial consultations overnight with details on guest visas and local vendors, and we've seen a 22% revenue bump in the last quarter without adding staff, closing deals we previously missed."
Sarah Jenkins
Senior Event Coordinator, Horizon Events Group, specializing in luxury international weddings
"Our corporate gala clients for Fortune 500 tech firms expect 24/7 access to details on seating charts and keynote schedules, but we couldn't staff it round-the-clock. The custom AI handles budget queries for AV setups and lighting seamlessly, integrating right into our Asana project tracker. It's saved us from two major scheduling mishaps this year alone, keeping events on track for 1,000+ attendees."
Michael Torres
Director of Operations, Elite Planning Partners, focused on corporate tech events
"As a boutique firm handling high-end milestones, personalization is key for events like milestone birthdays or executive retreats. The AI voice agent sounds just like our team—warm, detail-oriented, and versed in etiquette protocols. It gathered specs for a 200-guest conference on hybrid formats while we were at another venue walkthrough, and the client raved about the quick turnaround, leading to an upsell on add-on services."
Emily Chen
Founder and Principal Planner, Signature Soirées, boutique firm for executive and milestone events
Simple 3-Step Process
Discovery and Customization
We dive into your event types, client journeys, and tools. Then, we tailor the AI agent's voice, scripts, and integrations to fit your workflow like a perfectly fitted tuxedo.
Development and Training
Our engineers build and train the agent using your past calls and data. It learns to handle specifics like catering quotes or timeline adjustments, ensuring natural, expert interactions from day one.
Deployment and Optimization
Go live with full monitoring. We refine based on real calls, scaling as your business grows— from intimate weddings to large expos—delivering a system you own outright.
Why We're Different
What's Included
Common Questions
How does the AI voice agent handle sensitive client details like budgets or guest lists?
Security is paramount in event planning. We build your agent with end-to-end encryption and role-based access, ensuring only authorized data is processed. It uses natural language processing to extract key details—like a $75K budget for a gala—without storing unnecessary info. Drawing from our experience in regulated industries, we comply with GDPR and CCPA standards. Post-call, transcripts integrate securely into your CRM, and you control all data retention. Clients appreciate the discretion; one planner noted it prevented a confidentiality breach during a high-profile celebrity event. Overall, this setup protects relationships while streamlining info capture, saving hours on manual note-taking.
Can the AI integrate with our existing event management software?
Absolutely—custom integration is our hallmark. We connect the voice agent to platforms like Planning Pod, Eventbrite, or your custom CRM via robust APIs, creating a seamless flow. For instance, when a caller inquires about a summer festival, the AI checks availability in real-time and books slots directly. No more double-entry errors that plague 60% of planners. Our process starts with mapping your workflows, then building bidirectional syncs for updates like vendor changes. This unified system has helped firms reduce setup time by 50%, letting you focus on creative elements rather than tech hurdles. If your tools evolve, we adapt the integration without downtime.
What if a call requires human intervention, like negotiating a tricky contract?
Our agents are smart but know their limits. They detect complex scenarios—say, a vendor dispute during a wedding rehearsal—and seamlessly transfer to your team with full context provided via SMS or dashboard alerts. This handoff includes a summary of the conversation, key details, and even suggested next steps. In practice, only 15% of calls need escalation, per our deployments, preserving your high-touch expertise for what matters. We train the AI on your escalation protocols, ensuring smooth transitions that maintain client rapport. One event firm shared how this feature turned a potential cancellation into a upsell, as the agent primed the client perfectly before handover.
How quickly can we deploy the AI voice agent for our business?
Deployment is efficient yet thorough. For most event planners, we complete discovery and build in 4-6 weeks, with a soft launch for testing. This includes scripting for scenarios like corporate retreats or intimate parties, training on your data, and initial integrations. Unlike off-the-shelf solutions that take months to customize, our engineering-first approach accelerates rollout without compromising quality. Post-launch, we monitor for a week, tweaking based on live calls. A recent client went live in under a month during peak season and captured 20 extra leads immediately. We prioritize your timeline, scaling from MVP to full production as needed.
Is the AI voice agent scalable for growing event planning firms?
Yes, scalability is baked in. Starting with 100 calls monthly for a small team, our architecture handles surges up to 10,000+ during events like conferences, using cloud-based infrastructure that auto-scales. We avoid no-code limits by coding custom models that learn from usage, improving accuracy over time—e.g., better handling seasonal trends like holiday parties. Integrations grow with you, adding features like multi-agent handoffs for larger ops. Firms scaling from 10 to 50 events yearly report no performance dips, with costs dropping per call as volume rises. This ownership model ensures your investment compounds, turning the agent into a core asset as your business expands.
How do we measure the ROI of implementing an AI voice agent?
ROI is tangible and trackable. We provide a custom dashboard showing metrics like call-to-booking conversion (aim for 25% improvement), time saved on admin (up to 20 hours/week), and revenue from captured leads (often $30K+ annually for mid-sized planners). Benchmark against industry stats: Event firms lose 20% of potential business to unanswered calls; our agents close that gap. We baseline your current performance pre-launch, then report quarterly with specifics—like how many after-hours inquiries led to a $15K wedding contract. Clients typically see payback in 3-4 months through reduced staffing costs and higher client retention. It's not just numbers; it's about owning a system that drives sustainable growth in your relationship-focused field.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.