Stop Losing High-Value Leads to Chaotic Follow-Ups Automate Your Lead Management with Precision
Event planners waste 15-20 hours weekly chasing leads across scattered emails and spreadsheets. Our custom AI system captures, qualifies, and nurtures them automatically, delivering a 3x ROI in under six months through streamlined client acquisition.
Join 250+ businesses with streamlined lead pipelines
The "Lead Overload" Problem
Manual lead tracking across platforms like Eventbrite, Cvent, and LinkedIn fragments client relationships in the high-touch event planning sector
Delayed follow-ups on venue inquiries cause prospects to book with competitors
Inconsistent qualification of corporate event leads, such as RFP responses for galas or conferences, wastes time on low-budget venue gigs
Scattered data from trade shows and networking events leads to forgotten opportunities
Overwhelmed event planners juggling scattered lead notes from RFPs and site visits amid tight deadlines for multi-day conferences, risking burnout
Missed personalization in lead nurturing for bespoke services erodes trust with high-touch clients like destination wedding coordinators or corporate retreat organizers
Our Custom-Built Lead Automation Transforms Your Pipeline
With over a decade of experience architecting AI for client-focused industries, we've helped event firms reclaim 25 hours per week from administrative drudgery.
Why Choose Us
We design a bespoke AI system tailored to your event planning workflow. Forget off-the-shelf tools that force-fit your processes. Our engineers integrate directly with your CRM, email, and event management software to create a unified lead hub. Leads from inquiries, RFPs, or social media flow in automatically, get scored by urgency and fit, and trigger personalized nurture sequences. This isn't assembly-line automation; it's a precision instrument, like a master sommelier curating a wine list for a gala—meticulously matched to your clientele's tastes. Built on enterprise-grade frameworks, it scales with your growing roster of events, ensuring every lead is handled with the care your reputation demands.
What Makes Us Different:
Unlock Efficiency and Revenue Growth
Slash Lead Management Time by 70%
Slash Lead Management Time by 70%: Reclaim 15-20 hours weekly from manual tracking of event inquiries. Our system auto-captures leads from CRM integrations like Salesforce and event apps, routing them instantly to your team for immediate RFP responses. Planners focus on creative visioning for weddings or conferences, not spreadsheet wrestling, boosting productivity and allowing 30% more events per quarter with faster proposal turnaround.
Achieve 3x ROI Through Smarter Conversions
Achieve 3x ROI Through Smarter Conversions: Leads convert 45% faster with AI qualification tailored to event types—corporate retreats, product launches, or intimate weddings—scoring based on budget indicators from initial inquiries. By prioritizing high-value prospects, you reduce chase time on mismatches like unqualified trade show booths, directly cutting acquisition costs by 25% while increasing booked events within 90 days.
Enhance Client Relationships with Personalization
Enhance Client Relationships with Personalization: Automated, context-aware follow-ups reference past interactions, like a prospect's interest in sustainable venues for a corporate gala or eco-friendly decor for weddings. This builds trust in your expertise-driven field, lifting repeat business by 35% and turning one-off events into long-term partnerships with annual retainer clients.
What Clients Say
"Before AIQ Labs, our team spent Fridays sorting through 50+ lead emails from a recent IMEX trade show in Las Vegas. Now, everything funnels into one dashboard integrated with our Cvent system, and we've closed three corporate conferences we would've missed. It's saved us about 12 hours a week, letting us pitch more creatively for Q4 events."
Sarah Jenkins
Senior Event Coordinator, Horizon Events Group
"We were drowning in unqualified wedding leads during peak June season. Their custom AI scores them by budget and timeline from initial consultation forms, so my planners only chase the right fits for destination events. Bookings are up 28% this year, and the setup took just two weeks to integrate with our HubSpot CRM."
Mike Rivera
Operations Director, Elite Wedding Planners Inc.
"The personalization in follow-ups has been a game-changer for our luxury clientele. One lead from a PCMA networking mixer turned into a $150K sustainable gala because the system remembered their eco-preferences from an earlier RFP. No more generic emails—it's like having an extra planner on staff for high-end corporate retreats."
Lisa Chen
Founder and CEO, Signature Events Group
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current lead processes, from initial inquiries to contract signing, identifying bottlenecks unique to your event calendar.
Custom AI Design and Build
Our engineers craft a tailored system with your branding, integrating APIs for seamless data flow without disrupting ongoing events.
Testing, Launch, and Optimization
We run pilots on live leads, refine based on your feedback, and provide training so your team hits the ground running with full ownership.
Why We're Different
What's Included
Common Questions
How does this automation integrate with my existing event management tools?
We start by mapping your workflow, then build custom integrations using secure APIs. For instance, leads from Eventbrite or your website forms sync directly to a central hub, eliminating double-entry. Unlike generic tools, our system is coded to handle event-specific data like attendee counts or vendor lists. Setup typically takes 4-6 weeks, with minimal disruption—your team keeps using familiar interfaces while gaining automation. We've done this for firms juggling multiple platforms, reducing integration errors by 90%. Post-launch, we monitor for seamless performance.
What kind of ROI can event planning companies expect?
Based on our benchmarks, clients see a 3x ROI within six months. This comes from saving 15-20 hours weekly on lead tasks, allowing focus on high-value planning, plus a 40% uptick in conversions through better qualification. For a mid-sized firm, that's often $50K+ in added revenue from optimized pipelines. We calculate this during discovery using your current metrics, like average event value. One client recouped costs in three months by closing two extra corporate gigs. It's not hype—our enterprise-grade builds ensure quantifiable gains tailored to your client-relationship model.
Is the system customizable for different event types, like weddings versus corporates?
Absolutely. We design it around your niches—scoring wedding leads on sentiment and budget, while corporates get flagged by decision-maker roles. The AI learns from your historical data, adapting rules like urgency for tight timelines. No cookie-cutter templates; it's built for your exact flow, from initial RFP to post-event upsell. This flexibility has helped planners handle seasonal shifts without reconfiguration. Implementation includes your input on rules, ensuring it mirrors how your team qualifies prospects intuitively.
How secure is the lead data in this custom system?
Security is paramount in professional services, where client trust is everything. We use encryption, role-based access, and compliance with standards like SOC 2, tailored for sensitive event details. Data stays in your owned system, not rented clouds prone to breaches. Regular audits and backups protect against downtime during busy seasons. For event firms, this means peace of mind when storing prospect info from high-profile clients. We've fortified systems for similar businesses, preventing issues that could damage reputations.
What support do you provide after launch?
Launch isn't the end— we offer ongoing optimization, starting with a 30-day tuning period to refine based on real leads. Monthly check-ins adjust for changes, like new event trends, and our engineers handle updates via your owned codebase. Training sessions ensure your team maximizes it, with resources like quick guides for common tasks. Unlike subscription models, there's no extra fees for core maintenance; it's part of owning a robust system. Clients report 95% uptime and quick resolutions, keeping your pipeline humming year-round.
Can this scale if my event planning business grows rapidly?
Yes, our architecture is built for growth, handling 10x lead volumes without performance dips. We use scalable frameworks that auto-adjust during peaks, like conference season. For expanding firms, we add features like multi-team access or advanced analytics on the fly. One client scaled from 50 to 200 events annually seamlessly. It's designed as an asset that grows with you, avoiding the rework of brittle tools. We benchmark against industry standards, ensuring it supports your trajectory in the competitive event space.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.