Stop Losing Billable Hours to Manual Marketing Drudgery Reclaim 15+ Hours Weekly with Custom AI Automation
Event planners like you waste an average of 18 hours per week on repetitive tasks—coordinating vendor emails, tracking attendee responses, and chasing sponsor follow-ups. Our enterprise-grade marketing automation cuts that by 80%, delivering a 3x ROI in the first quarter through tailored workflows that scale with your client demands.
Join 250+ businesses with streamlined client engagement
The "Fragmented Outreach" Problem
Scattered attendee communications for corporate retreats and conferences draining event planner bandwidth by an average of 10 hours per week
Manual sponsor follow-ups for trade shows and galas risking missed revenue streams from untapped renewal opportunities
Inconsistent post-event feedback collection via ad-hoc surveys eroding client trust in professional services deliverables
Vendor coordination emails for AV setups and catering overwhelming relationship managers in multi-stakeholder projects
Event promotion tracking buried in spreadsheets for lead generation campaigns, delaying optimizations in client acquisition pipelines
Personalized client recaps for executive briefings taking days instead of hours, hindering strategic advisory follow-through
Our Custom-Built Marketing Automation Solution
With over a decade architecting AI for client-centric industries, we've empowered 150+ professional services firms to own their tech stack.
Why Choose Us
We craft bespoke AI systems that integrate seamlessly with your event management tools, eliminating the chaos of disjointed subscriptions. Unlike off-the-shelf assemblers, our engineers build production-ready automations from the ground up—tailored to your workflow, from lead capture at trade shows to automated nurture sequences for high-value clients. This unified platform becomes your owned asset, scaling effortlessly as events grow.
What Makes Us Different:
Unlock Quantifiable Gains for Your Agency
Slash Manual Hours by 70%
Slash Manual Hours by 70%: Reclaim 15 hours weekly from email chains and follow-ups in event planning workflows. Our system automates attendee segmentation by role (e.g., C-suite vs. mid-level) and triggers drip campaigns for post-conference nurturing, freeing your team for strategic client advising—proven to boost productivity by 40% in fast-paced professional services environments like corporate summits.
Achieve 4x ROI Through Efficiency
Achieve 4x ROI Through Efficiency: Cut costs by $50K annually on redundant tools for sponsor management. Benchmarks from professional services firms show 300% return within six months, as automated outreach via integrated CRM increases sponsor renewals by 40% for annual conferences without added headcount.
Enhance Client Relationships with Precision
Enhance Client Relationships with Precision: Deliver hyper-personalized event recaps, including key session insights and networking matches, in under 24 hours. This expertise-driven approach strengthens bonds in professional services, with 85% of users reporting higher repeat business from timely, insightful communications during quarterly client reviews.
What Clients Say
"Before AIQ Labs, our team at Pinnacle Events Group spent Fridays just chasing RSVPs for our Q4 corporate galas and leadership retreats. Now, the automation handles segmentation and reminders seamlessly—we saved 12 hours last week on our annual client summit, and Net Promoter Scores from attendees jumped 25%. It's like having an extra senior planner dedicated to high-value strategy."
Sarah Jenkins
Senior Event Planner, Pinnacle Events Group (Specializing in Executive Conferences)
"We were buried in sponsor emails for our mid-year trade shows and industry expos, missing renewal deadlines half the time at Horizon Planning Co. Their custom system integrated with Salesforce overnight, cutting manual follow-ups by 16 hours per event. Revenue from sponsor renewals is up 35% this quarter, directly boosting our service margins—no exaggeration."
Mike Rivera
Director of Sponsorship Operations, Horizon Planning Co. (Focused on B2B Trade Events)
"Post-event reports for our client conferences used to take a full day of manual compilation; now it's automated with tailored insights on attendee engagement and ROI metrics. We implemented for three major conferences in Q2 at Elite Affairs Agency and saw a 20% uptick in client referrals. Finally, tech that aligns with our bespoke event workflows, not forcing us to adapt."
Elena Vasquez
Head of Client Marketing, Elite Affairs Agency (Experts in Custom Corporate Events)
Simple 3-Step Process
Workflow Audit
We map your current event processes, identifying bottlenecks like manual attendee tracking, to design a custom blueprint.
AI System Build
Our engineers construct tailored automations, integrating with your tools for seamless sponsor and client communications.
Deployment and Optimization
Launch with full training, then refine based on real event data to ensure 99% uptime and ongoing ROI tracking.
Why We're Different
What's Included
Common Questions
How does this automation handle varying event sizes?
Our custom systems are engineered to scale effortlessly—from intimate corporate retreats to 5,000-attendee conferences. We analyze your historical data to build adaptive workflows that ramp up email volumes and integrations during peaks, without performance lags. Clients typically see setup in 4-6 weeks, with built-in elasticity ensuring no bottlenecks. This means your team focuses on creativity, not capacity worries, backed by our 99.9% uptime guarantee.
Will it integrate with our existing event software like Cvent or Eventbrite?
Absolutely. We specialize in deep, bidirectional API connections with tools like Cvent, Eventbrite, and popular CRMs such as HubSpot. Unlike superficial plugins, our builds create a unified hub where attendee data flows automatically—eliminating double-entry that plagues 70% of planners. In one case, we synced a client's system in under two weeks, cutting data errors by 90%. We start with a free audit to map exact compatibilities.
What kind of ROI can event planners expect?
Based on our track record, expect a 3-5x return within the first year. For instance, automating sponsor follow-ups alone saves 10-15 hours weekly, translating to $30K+ in reclaimed billable time at standard rates. Efficiency gains boost attendance by 20-30% through targeted nurturing, increasing revenue per event. We provide ROI dashboards from launch, with benchmarks showing 80% time reduction on marketing tasks—tailored to your agency's metrics.
Is the system secure for handling client and attendee data?
Security is paramount in client-relationship industries like event planning. We build with enterprise-grade encryption, GDPR/CCPA compliance, and role-based access to protect sensitive details like vendor contracts or VIP lists. Our in-house platforms, like RecoverlyAI, operate in regulated spaces with zero breaches. Post-build, we conduct audits and offer ongoing monitoring—ensuring your data stays confidential amid high-volume interactions.
How customizable is the automation to our unique workflows?
Fully bespoke. We don't deploy templates; instead, we interview your team to mirror exact processes, like custom triggers for hybrid event promotions or client-specific nurture paths. This results in a system that feels native, not bolted-on. One agency adapted it for seasonal wedding peaks, saving 40% on prep time. Customization takes 2-4 weeks post-audit, with iterative testing to align perfectly with your operations.
What support is available after implementation?
We provide 90 days of hands-on onboarding, including team training and optimization tweaks based on your first events. Beyond that, our maintenance package—starting at $500/month—covers updates, performance monitoring, and feature expansions as your business evolves. Unlike subscription models, you own the core system, so support focuses on enhancement, not survival. Clients report 95% satisfaction with our responsive engineering team.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.