Missed calls during site visits
You're at a venue walkthrough or with a vendor. The phone rings. By the time you're free, the inquiry has gone cold or booked someone else.
Event Planner Virtual Receptionist
Why event planners lose qualified leads
Same intake for every inquiry
Event type, date, budget, scale, format – you collect it manually every time. Back-and-forth eats hours. One missed detail and the consultation starts blind.
Unqualified leads waste your time
Someone wants a backyard party; you do corporate. Or the budget is half what you need. You find out in a 30-minute call instead of upfront.
Inquiry goes quiet – no follow-up
They asked, you replied once, then nothing. You mean to follow up, but new inquiries pile up. A week later they've signed with a competitor.
What a typical week looks like
You're on a call with a corporate client finalizing a venue contract. Three new messages arrive. By the time you hang up, the assistant has already replied to all three, collected the occasion, headcount, preferred date, and budget for each. One doesn't meet your minimum – politely declined. Two are qualified and waiting for your response.
The stronger lead gets a consultation slot offered automatically. They pick Tuesday at 11am. A reminder goes out the morning before the call. You open the brief: occasion, headcount, date range, rough budget, and any specific requirements. No 20-minute catch-up before you can actually talk.
Whether you work solo or run a small team, every new inquiry moves from unknown number to ready-to-talk lead – or gets filtered out – without you stepping away from a client. The ones that go quiet get a follow-up until the slot is confirmed.
wedding planner answering service
How it works for your event business
Missed call or new WhatsApp message
The assistant replies on your behalf within seconds – while you're at a site visit or in a meeting. New contact gets a response, not silence.
Qualify: occasion, headcount, date, budget
The assistant collects the key details and checks them against your scope. Requests that don't fit – wrong format, too small a budget, wrong geography – are declined before they reach you.
Hand off with a ready brief
Qualified leads land with occasion, date range, headcount, budget, and contact attached. A consultation slot is offered automatically. You step in with everything you need.
Follow up until the consultation is booked
If they don't reply or pick a slot, the assistant sends a short follow-up. No inquiry goes cold. You only step in when the lead is ready for a call.
Metrics that matter for an event business
Track whether inquiries are qualified, consultations are booked, and follow-ups are working.
Time to first reply
How fast a new inquiry gets a first response. Event clients expect a quick reply – slow means they move on.
Lead qualification rate
Share of inquiries that meet your criteria – event type, budget, date – before handoff. Fewer wasted calls.
Inquiry to consultation booked
How many qualified leads convert to a booked consultation. Shows whether follow-up and slot offers are working.
Follow-up completion
Share of inquiries that get at least one follow-up before closing. Tracks whether no inquiry goes cold.
Pricing Plans
Free your day from repetitive customer routine.
Starter
For solo teams launching live chat and basic automation
$26
/mo
1,000 credits / month
One pool. Spend it on any mix of:
- 100 AI text conversations
- or 1,000 button bot conversations
- or 10 voice conversations
Extra credits — $0.026 each
- ✓Single user
- ✓Live chat and lead system
- ✓Basic analytics
- ✓Multilingual support
MOST POPULAR
Growth
To scale support and improve customer satisfaction
$75
/mo
3,000 credits / month
One pool. Spend it on any mix of:
- 300 AI text conversations
- or 3,000 button bot conversations
- or 30 voice conversations
Extra credits — $0.025 each
All from Starter, plus:
- ✓Up to 3 users
- ✓Advanced analytics
- ✓Permissions
- ✓Auto-reply
- ✓Automatic chat assignment
Plus
Higher limits, additional integrations and advanced options
From $630
/mo
From 10,000 credits / month
One pool. Spend it on any mix of:
- 1,000 AI text conversations
- or 10,000 button bot conversations
- or 100 voice conversations
Extra credits — $0.021 each · custom volume available
All from Growth, plus:
- ✓From 10,000 conversations
- ✓Dedicated success manager
- ✓Custom scenario count for visitors
- ✓Custom branding
- ✓Multiple projects
- ✓Departments
Premium
Managed service with implementation and continuous AI support
From $2,200
/mo
From 100,000 credits / month
One pool. Spend it on any mix of:
- 10,000 AI text conversations
- or 100,000 button bot conversations
- or 1,000 voice conversations
Extra credits — $0.020 each · custom volume available
All from Plus, plus:
- ✓From 100,000 conversations
- ✓AI agent as managed service
- ✓50% resolution commitment via AI
- ✓Billing by resolution
- ✓Premium support
- ✓Analysis and monitoring
How credits work
Every plan gives you one monthly pool of credits, and each bot reply draws from that same pool: an AI text conversation costs 10 credits, a button bot conversation 1 credit, a voice conversation 100 credits, and 1,000 embeddings 1 credit. The numbers in each plan are alternatives, not extras — 1,000 credits is 100 AI conversations or 1,000 button conversations or 10 voice conversations, in any combination. When the pool runs out, extra credits are billed at your plan's credit price.
Frequently asked questions
About lead qualification, event types, and handing off to your team.
What event types can it handle – weddings, corporate, private?
You define the event types you offer – wedding, corporate, private party, etc. The assistant collects the right format from the client and qualifies against your criteria.
Can it filter by budget or scale?
Yes. You set budget ranges and scale (guest count, venue size). Inquiries outside your scope get a polite decline – no wasted calls.
How does the handoff to my team work?
Qualified leads land in your inbox or CRM with event type, date, budget, scale, and contact. You or your team take over for the consultation – with full context attached.
What if the client stops replying mid-intake?
The assistant sends a follow-up at a set interval. If there's still no reply, the flow closes. You can see the incomplete lead and decide whether to reach out manually.
Can it handle both weddings and corporate events in the same account?
Yes. You set up separate flows for each event type with their own qualification criteria, budget thresholds, and intake questions. Each inquiry gets routed to the right flow automatically.
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