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Industry · Events

AI for Event Organisers & Venues

AI for event organisers and venues follows up every unfinished registration within minutes, works through exhibitor and sponsor prospects, calls attendees before the day to confirm they're coming, and answers the ticket, agenda and parking questions that flood the phones in the final weeks. Your team stays on the event.

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From abandoned registration to follow-up call
Minutes
Registered attendee called before the event
Every
RegistrationsExhibitor prospectsAttendee callsBookings completedSponsor calls bookedNo-shows reducedYour AIvoice agent

Who is it for?

  • Conference and summit organisers
  • Trade shows and exhibitions
  • Venues
  • Ticketed events and experiences

Events run on deadlines. Registrations, exhibitor sales and sponsor deals all pile up in the weeks before the doors open, and the phones are busiest when the team is stretched thinnest.

Where do event organisers lose time and money?

Event organisers lose revenue in the final weeks, when there's least time to chase it. Registrations are started and never finished, exhibitor and sponsor sales stop at however many calls the team can make, attendee questions jam the phones, and registered attendees don't turn up. Each one is a seat, a stand or a sponsor nobody followed up.

  1. Unfinished registrations

    Enquiries and half-completed bookings nobody follows up before the event.

  2. Exhibitor and sponsor sales capped by call time

    Prospect lists longer than the sales team's week.

  3. Repetitive attendee questions

    Dates, tickets, directions and access, asked again and again in the final weeks.

  4. No-shows

    Registered attendees who don't turn up, and sponsors who notice.

Systems for events

How can an AI voice agent help event organisers?

An AI voice agent works as an events assistant, outbound and inbound. It calls people who enquired or started registering within minutes and helps them finish, prospects exhibitors and sponsors on stand size, budget and timeline, confirms attendance before the event, and answers attendee and venue enquiry lines from your event guide.

AI voice agents
Every registration, prospect and attendee called
  • Registration and enquiry follow-up. Answers questions, helps complete the booking and notes group or VIP interest.
  • Exhibitor and sponsor prospecting. Works through prospect lists and past exhibitors, gauges interest, stand size or sponsorship level, budget and decision timeline, and books calls with your sales team.
  • Attendance confirmation and re-invites. Calls registered attendees to confirm and share key details, and re-invites past attendees to the next event.
  • Attendee information line. Dates, agenda, tickets, directions, parking and accessibility, with ticketing issues escalated to the team.
  • Venue enquiry line. Captures event type, date, guest numbers, budget and requirements, and books site visits.

Which jobs can AI take on for event organisers?

AI can take on the phone work around an event: following up registrations, prospecting and qualifying exhibitors and sponsors, booking site visits and sponsor calls, confirming attendance and answering attendee questions. Your team keeps the negotiations and the event itself. Each job below links to the use case it's built on.

What you call it · What the AI does · Use case
What you call itWhat the AI doesUse case
Registration follow-upCalls people who enquired or started registeringSpeed-to-lead
Exhibitor and delegate qualificationAsks about company, role, budget and stand sizeLead qualification
Site visits, sponsor callsBooks them with your events or sales teamAppointment setting
Attendee information lineAnswers dates, tickets, directions and accessCustomer support
Venue enquiry lineCaptures event details and books a site visitAI receptionist
Attendance confirmation, re-invitesCalls attendees before and after the eventRetention

How would we build it for you?

We haven't published an events case study yet. Here's how a build runs, and why timing matters.

  1. 01

    Start early

    Voice agent builds usually take a few weeks from signed agreement to go-live, including testing. Plan the build before your registration and exhibitor push starts, not in the final fortnight.
  2. 02

    Write the event guide

    Your dates, agenda, ticket types, directions, parking and accessibility details become the agent's knowledge base, approved by you.
  3. 03

    Connect your platforms

    The agent works with your ticketing or registration platform and CRM (with API access), sales calendars, and Slack or email alerts.
  4. 04

    Test, launch and monitor

    We test on realistic calls, then monitor closely after launch. Voice agents come with a 30-day warranty.

Events terms, explained

Term · Meaning
TermMeaning
Registrant, delegateSomeone who has registered to attend a conference or summit
ExhibitorA company that pays for a stand at a trade show or exhibition
Stand sizeThe floor space an exhibitor books, usually priced by area
Sponsorship levelA package of visibility and benefits a sponsor buys
No-showA registered attendee who doesn't turn up
Site visitA prospective client's visit to see a venue before booking

Frequently asked questions

Questions

Answer

Can AI follow up unfinished registrations?

Yes. An AI voice agent calls people who enquired or started registering within minutes, answers their questions and helps them complete their booking. It also notes group or VIP interest for your team. See speed-to-lead.

Fill the seats and stands you're already paying to market.

Free · 30 min · No commitment

Thirty minutes on how your business runs today. You leave with a straight read on where AI pays off, and where it doesn't.

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