Stop Losing Hours to Manual Follow-Ups Reclaim Your Time for Client Relationships
Event planners waste an average of 15 hours per week chasing leads and post-event details. Our custom automation delivers 3x faster follow-ups and 40% ROI in the first quarter by streamlining your unique workflow.
Join 250+ businesses with streamlined client pipelines
The "Fragmented Follow-Up" Problem
Scattered client notes from venue tours and vendor meetings lead to forgotten details on RFP specifications and AV requirements
Manual emailing after events causes delays in thank-yous and upsell opportunities
Tracking attendee feedback across multiple platforms like Eventbrite and SurveyMonkey eats into relationship-building time for post-conference networking
Postponed follow-ups on budget approvals result in lost revenue from unclosed deals
Juggling calendars for referral requests from corporate sponsors overwhelms planners during peak seasons like Q4 holiday events
Inconsistent lead nurturing after trade shows like IMEX fragments your client pipeline for future incentive travel bookings
Our Custom-Built Follow-Up Automation
With over a decade of experience architecting AI solutions for client-focused firms, we've helped event planners eliminate manual drudgery while enhancing service delivery.
Why Choose Us
We build a tailored AI system that integrates your CRM, email, and event management tools into a unified workflow. No more piecing together notes from chaotic spreadsheets. Instead, intelligent triggers automate personalized follow-ups based on your exact client interactions—like sending a venue recap within hours of a tour. This isn't off-the-shelf software; it's engineered for your event cycles, ensuring seamless scalability as your business grows. Proven to cut administrative overhead by 60%, our approach turns follow-ups into a strategic asset, not a chore.
What Makes Us Different:
Unlock Efficiency That Drives Growth
Reclaim 12-18 Hours Weekly
Reclaim 12-18 Hours Weekly: Manual follow-ups on client inquiries for gala logistics and post-event surveys on attendee satisfaction vanish within the first month. Our system automates 80% of these tasks, freeing your team to nurture high-value relationships with corporate clients. Event firms report a 35% productivity boost, translating to $50,000+ in billable hours reclaimed annually for mid-sized planners.
Achieve 45% Higher Client Retention
Achieve 45% Higher Client Retention: Timely, personalized touches—like automated referral requests to past sponsors after successful galas—strengthen bonds in under 48 hours. Benchmarks show event planners using similar automations see repeat business surge by 25% in the first year, with ROI hitting 4:1 within six months by reducing churn from overlooked follow-through on wedding anniversaries.
Cut Costs by 30% on Administrative Overhead
Cut Costs by 30% on Administrative Overhead: Eliminate subscription sprawl with a single, owned system for CRM and event management. No more paying for disjointed tools like separate email platforms that break during crunch times such as conference peaks. Our enterprise-grade automation handles everything from lead scoring on trade show prospects to feedback loops on vendor performance, delivering $20,000 in measurable annual savings and a unified view of your pipeline.
What Clients Say
"Before AIQ Labs, our team spent Fridays just compiling scattered notes from client site visits for corporate retreats, often losing key details on catering preferences. Now, automated follow-ups for our incentive programs happen seamlessly, and we've closed three extra events this quarter without adding staff, boosting our quarterly revenue by 18%."
Sarah Mitchell
Senior Event Coordinator, Horizon Events Group
"The custom triggers for post-wedding thank-yous and venue upsell offers have been a game-changer. We used to miss 20% of opportunities due to manual email delays after peak seasons; this system caught them all last year, adding $15K to our revenue from additional floral and photography packages."
David Chen
Operations Director, Elite Gala Planners
"Integrating our vendor feedback loops for AV and decor suppliers took just two weeks, and it's already saved us 10 hours a week during wedding season rushes. The ROI was immediate—no more lost details in endless email chains about timeline adjustments, helping us deliver flawless executions."
Lisa Ramirez
Founder and Lead Planner, Signature Celebrations
Simple 3-Step Process
Discovery and Mapping
We audit your current follow-up processes, from initial consultations to post-event nurturing, to identify bottlenecks unique to your event workflow.
Custom Design and Build
Our engineers craft a bespoke AI system tailored to your client interactions, integrating seamlessly with your tools for automated, intelligent actions.
Deployment and Optimization
We launch with full training, monitor performance, and refine based on real data, ensuring ongoing efficiency gains as your business evolves.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique timelines of event planning?
Event planning revolves around tight deadlines, from RFP deadlines to post-event debriefs. Our custom system uses AI to map your specific timelines—triggering follow-ups like budget confirmations 48 hours after initial consultations or thank-you notes within 24 hours of an event wrap. We integrate with your calendar and project tools to anticipate these cycles, ensuring nothing falls through. Clients in similar setups report 90% on-time delivery, reducing the stress of manual tracking and allowing focus on creative elements. Built for your workflow, it adapts as seasons change, like ramping up for holiday galas.
Will this replace my existing event management software?
No, we enhance it. Rather than swapping out tools you're familiar with, our automation layers on top via secure APIs, pulling data from platforms like Eventbrite or your CRM to automate follow-ups without disruption. For instance, after an event RSVP spike, it auto-sends personalized attendee recaps. This unified approach eliminates silos, creating a single view of client journeys. Event firms we've partnered with cut integration time by 70%, avoiding the pitfalls of starting over. It's all custom-built to fit your stack, ensuring smooth adoption.
What kind of time savings can event planners expect?
Based on industry benchmarks, event professionals lose 15-20 hours weekly to manual follow-ups like chasing vendor quotes or nurturing leads post-networking events. Our system automates 75-85% of these, reclaiming 12-18 hours for client-facing work. One client, a mid-sized firm handling 50 events yearly, saw ROI in three months through faster closes on repeat business. We quantify this during discovery, tailoring to your volume—whether weddings or corporate summits—and track gains via built-in metrics. Short-term: immediate relief. Long-term: scalable efficiency as your roster grows.
Is the system secure for handling client data in professional services?
Security is paramount in client-relationship industries like event planning, where sensitive details like budgets and preferences are involved. We build with enterprise-grade encryption, GDPR-compliant protocols, and role-based access to protect data at every step—from follow-up emails to stored interaction logs. Unlike generic tools, our custom code includes audit trails for compliance, ensuring transparency for high-profile clients. We've audited systems for firms managing celebrity events, with zero breaches. Regular updates and penetration testing keep it robust, giving you peace of mind to focus on relationships, not risks.
How customizable is this for different types of events?
Every event type—from intimate workshops to large conferences—has distinct follow-up needs, like quick vendor syncs for galas or long-lead nurturing for trade shows. We start with a deep dive into your portfolio, then engineer triggers specific to each: auto-scheduling site visit recaps for weddings or lead enrichment for corporate inquiries. This isn't templated; it's coded to your nuances, with AI that learns from your successes. A planner specializing in non-profits saw 30% more donations followed up effectively. Scalability ensures it evolves with your services, delivering personalized efficiency across the board.
What support do you provide after implementation?
Post-launch, we don't just walk away. Our team offers 30 days of hands-on optimization, monitoring follow-up performance and tweaking based on your feedback—like refining email tones for luxury clients. Ongoing support includes quarterly reviews and unlimited remote assistance, plus training for your staff to own the system. For event peaks, we provide priority response within hours. Clients appreciate this partnership model; one reported sustained 25% time savings a year later. It's designed for longevity, turning automation into a core, evolving part of your operations without hidden costs.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.