Stop Losing Bookings to Manual Outreach Drudgery Automate Your Sales Pipeline with Precision
Reclaim 15-20 hours per week from repetitive prospecting, slashing outreach costs by 40% while boosting client acquisition rates in a competitive event landscape.
Join 250+ businesses with streamlined sales processes
The "Fragmented Prospecting" Problem
Scattered client research across platforms like Cvent, LinkedIn, and The Knot wastes 10+ hours weekly on sourcing venues, vendors, and attendee demographics for galas and weddings
Generic email templates overlook key nuances in corporate gala pitches, such as AV requirements and sponsorship tiers, or wedding proposals emphasizing custom floral and catering integrations
Manual follow-ups on RFP responses for conferences and trade shows lead to missed submission deadlines and lost multimillion-dollar event opportunities
Inconsistent outreach timing disrupts the seasonal rhythm of conference planning (Q1 RFPs) and festival bookings (summer peaks), causing mismatched proposals
Overreliance on personal networks limits scaling to emerging markets like destination weddings in Napa Valley or international corporate retreats
Data silos between CRM systems like Salesforce and event calendars in tools like Eventbrite cause duplicate efforts in nurturing prospects for recurring corporate events
Our Custom-Built Approach to Event Sales Automation
With over a decade of experience architecting AI solutions for client-centric industries, we've helped 150+ professional services firms eliminate outreach bottlenecks.
Why Choose Us
At AIQ Labs, we don't deploy off-the-shelf tools that force your workflows into rigid boxes. Instead, we engineer a bespoke sales outreach system tailored to the pulse of event planning. Imagine an AI that scours industry databases for upcoming RFPs, crafts venue-specific pitches referencing past events, and schedules nurture sequences around peak seasons like summer weddings or corporate retreats. This isn't automation for automation's sake—it's a production-ready engine that integrates seamlessly with your CRM, calendar, and client notes, delivering enterprise-grade reliability without the subscription sprawl.
What Makes Us Different:
Unlock Tangible ROI in Your Outreach Efforts
Reclaim 15+ Hours Weekly on Manual Tasks
Reclaim 15+ Hours Weekly on Manual Tasks: Event planners waste cycles on lead hunting via Cvent and email drafting for RFPs. Our system automates venue research and personalized pitches, freeing time for creative designs like themed galas—proven to boost billable hours by 25% within 6 months in deployments for mid-sized firms.
Boost Conversion Rates by 35% with Precision Targeting
Boost Conversion Rates by 35% with Precision Targeting: Avoid ignored generic blasts amid pitches for non-profit fundraisers. Our AI crafts messages addressing pain points like scalable AV for conferences, yielding 40% higher open rates, 2x site visits, and 15% more booked events in the first quarter.
Reduce Outreach Costs by 40% Annually
Reduce Outreach Costs by 40% Annually: Eliminate fragmented tools like separate CRMs and lead gen agencies. Our unified platform secures data for seamless RFP tracking, slashing fees and labor—firms achieve ROI in 3 months, with one saving $18K yearly on outsourced venue sourcing for weddings and galas.
What Clients Say
"Before AIQ Labs, our team drowned in Excel spreadsheets tracking RFP leads for corporate tech conferences. Now, the automation integrates Cvent data and drafts tailored follow-ups—we secured three $500K+ events in Q2 2023, all without hiring extra staff."
Sarah Jenkins
Senior Event Planner, Pinnacle Corporate Events
"We manually chased wedding leads via The Knot, missing 40% of summer destination spikes. AIQ's AI timed outreach to peak seasons and enriched profiles with vendor matches like local florists—bookings rose 28% in summer 2022, seamlessly syncing with our HoneyBook CRM."
Mike Rivera
Owner, Riverside Wedding Planners
"Expanding to destination corporate retreats meant endless admin on venue matching for European clients. AIQ automated email sequences and RFP alignments, halving outreach time—we locked in two $300K wellness retreats in under four months, boosting margins by 20%."
Elena Vasquez
Director of Operations, Horizon Global Events
Simple 3-Step Process
Discovery and Mapping
We audit your current outreach processes, from lead sourcing to client handoff, identifying bottlenecks unique to event planning like seasonal RFP surges.
Custom AI Design and Build
Our engineers craft a tailored system with your branding, integrating AI for personalized content generation and workflow automation directly into your tools.
Testing, Launch, and Optimization
We run pilot campaigns, refine based on real metrics like response rates, then deploy fully—ensuring seamless scaling as your event pipeline grows.
Why We're Different
What's Included
Common Questions
How does this automation handle the seasonal nature of event planning?
Event planning thrives on timing—think summer weddings or fall conferences. Our custom AI analyzes historical data and industry calendars to schedule outreach proactively. For instance, it can trigger campaigns 60 days before peak RFP periods, ensuring your pitches land when prospects are actively planning. We've built in flexibility for custom triggers, like budget cycles for corporate clients, so your system adapts without manual intervention. Clients see a 25% uplift in seasonal bookings because it eliminates the guesswork, letting your team focus on creative execution rather than calendar watching.
Will the AI personalize outreach without sounding robotic?
Absolutely—our systems are trained on your past successful pitches to mimic your voice and style. For an event firm, it might reference a prospect's recent gala photos or align proposals with their brand colors. Unlike generic bots, we incorporate context from your CRM, like prior interactions, to create warm, relationship-focused messages. One client noted their open rates doubled because prospects felt genuinely understood, not spammed. We refine this through iterative testing, ensuring every email builds trust in your expertise-driven field.
What integrations are possible with our existing event management tools?
We specialize in deep, two-way integrations to avoid data silos. Common setups include syncing with HoneyBook for client pipelines, Eventbrite for lead capture, or Asana for task handoffs. Our engineers map your exact workflow—say, pulling venue availability into outreach emails—creating a unified system. No superficial connections that break; these are robust APIs built for reliability. For a mid-sized firm, this meant cutting data entry from 10 hours weekly to zero, with all event details flowing seamlessly to keep your operations humming.
How long does it take to see ROI from this custom solution?
Most clients achieve positive ROI within 2-3 months. We start with quick wins like automating initial research, which saves 10-15 hours immediately. By month two, personalized campaigns typically boost lead quality, leading to 20-30% more conversions. For event planners, this translates to 2-3 additional bookings quarterly. We track metrics like cost per lead against industry benchmarks (around $150 for events) to quantify gains. Long-term, the owned system pays for itself by eliminating $5K+ annual tool fees, scaling with your growth.
Can we scale this as our event planning business expands?
Yes, our architecture is designed for growth—from handling 20 leads monthly to 200 during busy seasons. We use scalable frameworks that auto-adjust capacity, preventing slowdowns during crunch times like wedding season. Features like modular lead scoring evolve with your client base, incorporating new segments like virtual events. Clients who've doubled revenue report the system adapts without rebuilds, maintaining efficiency. It's like having an expandable venue: starts intimate, scales to gala-sized without losing the personal touch essential to professional services.
Is the system secure for handling sensitive client data in events?
Security is paramount in client-relationship industries like events, where you're entrusted with budgets and preferences. We build with enterprise-grade encryption, role-based access, and compliance to standards like SOC 2. Data stays in your owned system, not shared with third parties. For example, prospect details from RFPs are anonymized until engagement. Regular audits and breach simulations ensure uptime >99.9%. Event firms appreciate this because it protects reputations— one client avoided a potential compliance hiccup during a high-profile corporate gig.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.