Stop Losing Weeks to Manual Lead Chasing Reclaim 25+ Hours Weekly with Custom AI Outreach
Event planners waste 15-20 hours per week on repetitive outreach, chasing leads that ghost or go cold. Our enterprise-grade automation delivers 3x faster response rates and a 400% ROI in the first quarter by personalizing pitches to busy corporate clients.
Join 150+ businesses with streamlined client pipelines
The "Event Lead Drought" Problem
Endless manual follow-ups after trade shows like IMEX or Event Tech Live drain creative energy from ideation on immersive corporate retreats
Generic emails to corporate clients for venue sourcing or AV production get ignored amid busy C-suite schedules in the MICE sector
Tracking RFP responses for destination management services across scattered inboxes wastes hours that could be spent on site inspections
Seasonal lead spikes from summer corporate summits overwhelm small boutique agencies, leading to missed opportunities for high-ticket galas
Personalizing pitches for high-value clients like Fortune 500 event buyers in hybrid conference planning takes days of manual research
Juggling CRM notes on attendee preferences and email threads fragments insights for long-term client relationships in experiential marketing
Our Custom-Built AI Outreach Engine: Tailored for Event Planners
With over 8 years engineering AI for client-focused services, we've empowered 200+ SMBs to own their sales tech, not rent it.
Why Choose Us
We craft a bespoke AI system that automates your entire sales outreach workflow, from lead sourcing to personalized follow-ups. Unlike off-the-shelf tools that force your processes into rigid templates, our solution integrates seamlessly with your event management software, CRM, and email platforms. It researches prospects—like pulling venue preferences from corporate reports—then generates hyper-relevant pitches that speak directly to their event needs. Short on time? This cuts manual work dramatically. Built for scalability, it handles peak seasons without breaking a sweat, ensuring your team focuses on what matters: crafting unforgettable events.
What Makes Us Different:
Unlock Quantifiable Gains in Your Event Pipeline
Save 25 Hours Weekly on Outreach
Save 25 Hours Weekly on Outreach: Your team no longer chases leads manually for corporate offsites. The AI handles prospect research on past event histories, drafting venue-specific proposals, and scheduling follow-ups, slashing time on cold emails by 70%. Redirect those hours to virtual site tours or customizing AV integration plans—core tasks that leverage your professional services expertise.
Achieve 4x ROI Through Higher Close Rates
Achieve 4x ROI Through Higher Close Rates: Personalized outreach using AI-driven insights into client event themes boosts response rates by 45%, turning cold leads for incentive travel into confirmed bookings. Benchmarks from the events industry show planners using our systems realize 400% ROI within six months, with 30% fewer event cancellations and 25% more repeat business from automated relationship nurturing.
Scale Effortlessly During Peak Seasons
Scale Effortlessly During Peak Seasons: Handle 2x the lead volume for annual conferences without hiring temps. The system auto-scales to manage Q3 trade show rushes or year-end award galas, predicting outreach timing based on historical RFP patterns and client calendars for optimal efficiency and zero bottlenecks in proposal delivery.
What Clients Say
"Before AIQ Labs, my team wasted Fridays sorting unresponsive leads from our booth at the PCMA Convening Leaders conference. Now, the automation analyzes prospects' past hybrid event formats and crafts targeted emails—we secured three $50K corporate team-building retreats in the first month, reclaiming 15 hours weekly for creative briefing sessions."
Sarah Jenkins
Senior Event Strategist at Horizon Events Group, a mid-sized firm specializing in B2B conferences
"During peak wedding season, we were buried in manual RFP follow-ups for luxury destination events. AIQ's custom AI synced with our Salesforce CRM to generate pitches tailored to client budgets, floral themes, and sustainability preferences—response rates soared from 10% to 40%, and we've halved outreach costs by ditching third-party lead gen services."
Mike Rodriguez
Founder and CEO of Elite Gala Planners, a boutique agency focused on high-end social events
"As a lean firm, we couldn't sustain a dedicated sales team for hotel chain outreach. AIQ's system researches specific venue requirements for tech expos and automates multi-touch nurturing sequences—last quarter, it clinched a $150K multi-year contract with a Silicon Valley firm for annual product launches, effectively adding a virtual business development specialist."
Emily Chen
Director of Business Operations at Summit Events Co., a nimble consultancy for corporate expos
Simple 3-Step Process
Discovery and Workflow Mapping
We audit your current outreach processes, from lead capture at trade shows to client follow-ups, identifying bottlenecks like manual data entry in your event CRM.
Custom AI Design and Integration
Our engineers build a tailored system that plugs into your tools, training the AI on your past successful pitches to generate personalized content for corporate event buyers.
Deployment, Testing, and Optimization
We launch with A/B testing on sample campaigns, refine based on real response data, and provide ongoing tweaks to ensure it evolves with your seasonal event demands.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique seasonality of event planning?
Our system is designed with event industry rhythms in mind. It incorporates your historical data to ramp up outreach before peak periods, like Q4 corporate galas or summer conferences. The AI predicts optimal timing—say, emailing prospects two months before their fiscal planning cycles—and auto-adjusts volumes to avoid overwhelming your team during crunch times. We've seen clients reduce seasonal burnout by 40% while increasing bookings by 25%. Unlike generic tools, this custom build learns from your specific cycles, ensuring efficiency without constant manual tweaks.
What makes your solution better than off-the-shelf sales tools for event planners?
Off-the-shelf platforms often force a one-size-fits-all approach, ignoring the relationship-driven nature of event planning where personalization wins deals. We build a custom AI that integrates directly with your workflow—pulling from event management tools like Planning Pod or Tripleseat—to create pitches referencing specific client needs, like sustainable venue preferences. This results in 3x higher engagement rates per our benchmarks. Plus, you own the system outright, avoiding ongoing subscription fees that eat into your margins on slim event budgets.
How quickly can we see ROI from this sales outreach automation?
Most event planning clients report measurable gains within the first 30-45 days. For instance, automated personalization can lift response rates immediately, leading to 20-30% more qualified leads funneled into your pipeline. Full ROI—typically 300-500%—hits by quarter two as conversions turn into booked events. We base this on real deployments where teams saved 20 hours weekly on outreach, redirecting efforts to high-value tasks. Your exact timeline depends on integration scope, but our phased rollout ensures quick wins from day one.
Is the system secure for handling sensitive client event data?
Absolutely. We engineer with enterprise-grade security from the ground up, including end-to-end encryption, role-based access controls, and compliance with standards like SOC 2 and GDPR—critical for corporate clients sharing confidential event specs. Data stays within your owned infrastructure, not scattered across third-party clouds. In one case, a planner using our system avoided a potential breach during a high-profile merger event, maintaining trust and securing repeat business. Regular audits and custom firewalls ensure your leads and pitches remain protected.
Can this integrate with our existing event management software?
Yes, we specialize in deep, two-way integrations with tools like Eventbrite, Cvent, or your custom CRM setups. The AI pulls lead data from event registrations and syncs outreach progress back, creating a unified view. For example, if a prospect RSVPs to your webinar, it auto-triggers a personalized follow-up email with tailored package options. This eliminates data silos that plague 70% of planners, per industry stats. Setup takes 2-4 weeks, with minimal disruption, and we provide full training for your team.
What if our event planning needs evolve, like adding virtual components?
Our custom-built systems are modular and scalable, designed to adapt as your business grows. If you pivot to hybrid events, we can retrain the AI on new data—like virtual platform preferences—within days, not months. Past clients in similar shifts saw seamless updates that maintained 90% efficiency. Unlike rigid subscriptions, your owned solution allows unlimited tweaks without extra costs, ensuring it supports emerging trends like AI-assisted virtual venue tours in outreach pitches.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.