Stop Losing Billable Hours to Chaotic Client Onboarding Automate Your Event Client Intake with Precision
Event planners waste an average of 15 hours per week on manual onboarding tasks. Our custom AI solution recovers that time, delivering a 300% ROI through streamlined workflows and error-free client data capture.
Join 150+ businesses with seamless event client integrations
The "Client Intake Overload" Problem
Manual entry of venue blueprints and vendor RFPs submerges your event team in tedious administrative drudgery, diverting energy from innovative theme conceptualization and experiential design
Inconsistent digital intake forms for client event briefs result in misaligned expectations on attendee numbers or thematic visions, triggering urgent addendums that compress critical production timelines
Dispersed contract endorsements via email threads and shared drives expose your firm to regulatory non-compliance, particularly for Fortune 500 executive retreats with stringent NDA requirements
Disjointed pursuit of budget validations for catering and logistics fragments cash flow, forcing planners to hunt for approvals rather than locking in vendor deposits for peak-season galas
Burdened calendaring of discovery calls with prospective clients erodes your bandwidth for pursuing high-value destination weddings or corporate summits
Manual customization of client onboarding kits, prone to oversights in AV rider details or dietary accommodations, undermines first impressions for C-suite attendees and hampers premium referral pipelines
Our Tailored AI Onboarding Engine Transforms Client Intake
With over a decade of building enterprise-grade automations for client-focused industries, AIQ Labs delivers proven, scalable solutions that integrate deeply with your event management tools.
Why Choose Us
We craft a bespoke AI system that ingests client inquiries, automates questionnaire routing based on event type, and syncs data to your CRM in real-time. No more juggling spreadsheets or chasing signatures. This custom-built workflow acts like a seasoned event coordinator, handling the grunt work while you focus on crafting unforgettable experiences. Drawing from our track record with 200+ SMB integrations, we ensure your solution scales with growing client volumes, reducing onboarding from days to hours.
What Makes Us Different:
Unlock Quantifiable Efficiency Gains for Your Agency
Slash Onboarding Time by 70%
Reduce Onboarding Time by 70%: Event firms lose 12-18 hours per client to manual data capture for site surveys and vendor sourcing. Our automation ingests RFP responses, cross-checks AV requirements, and auto-generates customized event proposals in under 30 minutes, allowing planners to prioritize on-site walkthroughs and bespoke decor ideation. Agencies using this report a 25% uptick in annual event bookings from the reclaimed hours.
Boost ROI with 4x Faster Revenue Cycles
Amplify ROI with 4x Quicker Revenue Cycles: Delays in approving gala budgets or conference logistics can defer payments by 2-3 weeks. Our platform streamlines electronic signatures for deposit captures and invoice triggers, boosting cash flow velocity. Per industry data from the International Live Events Association, this yields a 400% ROI in year one, enabling 30% more events managed without expanding staff for hybrid or in-person formats.
Enhance Client Satisfaction and Retention
Elevate Client Satisfaction and Retention: Flawless, automated onboarding fosters immediate trust through AI-driven personalization, such as auto-populating floor plans for trade shows or allergen alerts for black-tie dinners. This delivers 40% higher Net Promoter Scores in client surveys, converting single engagements into multi-year retainers for annual corporate awards ceremonies.
What Clients Say
"Prior to AIQ Labs, prepping for a 150-guest corporate awards gala meant two full days chasing vendor quotes via email and phone. Now, with automated RFP intake and proposal generation, it's down to three hours, and that efficiency helped us secure two additional Fortune 500 repeat contracts this quarter—the seamless process sealed the deals."
Sarah Jenkins
Senior Event Planner at Elite Global Events
"We were swamped with manual follow-ups on wedding client questionnaires, sacrificing entire weekends to admin tasks. AIQ Labs' tailored AI workflows eliminated that, reclaiming 10 hours weekly. Just last month, we delivered a seamless 200-guest outdoor ceremony without any overtime, keeping our team fresh for creative elements."
Mike Rivera
Director of Operations at Horizon Wedding & Event Planners
"The CRM integration was plug-and-play, and automated contract workflows resolved our chaos with multi-vendor tech conferences. Onboarding revenue surged 35% in the first six months, purely from faster client intakes—no hype, just results that let us scale to 50+ events yearly."
Lisa Chen
Founder and CEO of Signature Corporate Affairs
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current event onboarding process, identifying bottlenecks like manual vendor matching or approval delays, then blueprint a custom AI path tailored to your agency's unique client flows.
AI System Build and Integration
Our engineers code the automation from scratch, linking it to your tools for real-time data sync and intelligent routing—ensuring it handles everything from initial inquiries to signed MOUs without a hitch.
Testing, Launch, and Optimization
We run live simulations with your sample events, refine based on feedback, and deploy with ongoing monitoring to guarantee 99% uptime and continuous improvements as your business evolves.
Why We're Different
What's Included
Common Questions
How does this automation integrate with my existing event management software?
We start by mapping your current stack—whether it's HoneyBook for client tracking, Google Workspace for docs, or Eventbrite for ticketing. Our custom AI builds deep, two-way API connections that pull and push data in real-time, creating a unified flow. For instance, a new client inquiry auto-creates a project in your PM tool with all details pre-filled. This eliminates silos, and we've done this for over 50 event firms, ensuring zero disruptions during rollout. Unlike off-the-shelf tools, our solution is coded to your exact specs, scaling as your agency grows.
What kind of time savings can event planning companies expect?
Based on our benchmarks with similar clients, you can recover 10-15 hours per week per planner. Manual tasks like chasing questionnaire responses or formatting contracts drop to minutes via AI automation. One agency we worked with reduced their full onboarding cycle from 5 days to under 12 hours, allowing them to take on 20% more events quarterly. We quantify this in your initial consult using your workflow data, projecting ROI like a 250-400% return in the first year through efficiency and faster billing.
Is this solution customizable for different types of events?
Absolutely—it's built around your agency's specialties. We design branching logic in the AI to handle weddings with guest list nuances, corporate events with AV and catering specs, or galas with sponsor integrations. For example, the system can auto-generate RFP templates tailored to event scale. Our approach involves a detailed discovery session to embed your exact processes, ensuring the automation feels intuitive. Clients in professional services appreciate this because it preserves the personal touch while handling the admin heavy-lifting.
How secure is the client data in this onboarding system?
Security is paramount in client-relationship industries like events, where sensitive details like budgets and guest lists are involved. We use enterprise-grade encryption (AES-256) for all data at rest and in transit, with role-based access controls to limit who sees what. Compliance features include GDPR and CCPA adherence, plus automated audit logs for any changes. Unlike rented platforms, your system is owned and hosted on secure, private infrastructure we configure to your needs—reducing breach risks that affect 30% of agencies using fragmented tools.
What support do you provide after implementation?
Launch isn't the end— we offer 90 days of hands-on optimization, monitoring metrics like completion rates and error logs to fine-tune performance. Quarterly reviews ensure the system evolves with your business, such as adding features for seasonal events. Our dedicated support team, including AI specialists familiar with event workflows, handles any tweaks via a simple portal. This ongoing partnership has helped clients maintain 99% uptime, and unlike subscription models, there's no extra cost for these updates in your custom build.
Can this scale if my event planning business grows rapidly?
Yes, our architecture is designed for growth. We use scalable cloud frameworks that handle spikes, like wedding season surges, processing hundreds of onboardings daily without slowdowns. For a client doubling their events from 50 to 100 monthly, we seamlessly expanded capacity in weeks, no rebuild needed. This production-ready setup contrasts with no-code limits, ensuring your investment compounds as you add staff or event types, supporting revenues from $1M to $50M+.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.