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Hospitality & Travel

Event coordinator AI agent that captures event enquiries and requirements

Collect event requirements and client preferences effortlessly

Event coordinator AI agent that captures event enquiries and requirements

About This Agent

The Event Coordinator Agent is a specialised assistant designed to streamline event planning enquiries. It gathers crucial event details, client preferences, and requirements through natural conversation, making it easy for event coordinators to understand what clients need before the first call.

What It Does

This AI agent excels at:

  • Collecting event type, date, guest count, and venue preferences
  • Answering questions about your event services and packages
  • Gathering specific requirements (catering, AV, theming, accessibility)
  • Capturing client contact details for follow-up consultations

Why Choose This Template

Built for event planners, venues, and coordination companies that handle multiple enquiries daily. The agent qualifies event leads by gathering comprehensive requirements upfront, saving hours of back-and-forth emails and ensuring no detail is missed.

Key Features

Conversational requirement gathering
Event type classification
Package recommendation
Detailed preference collection
Consultation lead capture
Knowledge base powered answers
AI-powered conversational questions that adapt to each visitor
Smart form triggers powered by AI intent detection, keywords, and timing
Custom AI forms for event requirement questionnaires (Growth+)

Use Cases

  • Event enquiry qualification
  • Requirement and preference gathering
  • Package and pricing information
  • Venue capacity and availability queries
  • Client contact capture for consultations

Who Is This For?

Ideal for event planning companies, wedding venues, conference centres, catering businesses, and any organisation that handles event bookings and needs to qualify enquiries efficiently.

Frequently Asked Questions

What does the agent ask a prospective client?
The essentials a coordinator needs before the first call: event type, preferred date, guest count, venue or location preferences, catering, AV, theming, accessibility needs, and a budget range if the client is willing to share it.
Can it answer questions about our packages and venues?
Yes, from the brochures, package pages, and price lists you train it on. It can explain capacities, what is included, and availability rules, and it hands over to a person when a question needs a bespoke quote.
Can it book a consultation?
With the booking module the agent offers consultation slots from your calendar and sends confirmations. The module is an add-on on Starter and included on Growth and above.
How do we receive the enquiry?
Every enquiry arrives by email with the transcript and the details captured, and it also appears in your AI Smarty dashboard with the client's contact information.
Who is this template for?
Event planners, wedding and conference venues, caterers, and coordination companies that handle several enquiries a day and want each one qualified before anyone picks up the phone.
Event Coordinator
Event CoordinatorOnline
Welcome to {business_name}! We'd love to help make your event unforgettable. Are you planning something special? Tell me a bit about what you have in mind!
Welcome to Grand Events! We'd love to help make your event unforgettable. Are you planning something special? Tell me a bit about what you have in mind!
We're looking to organise a company Christmas party for about 80 people.
A company Christmas party — how exciting! 80 guests is a great size. We've hosted some wonderful corporate Christmas events here. Do you have a rough date in mind and a preferred style — are you thinking sit-down dinner, buffet, or more of a cocktail party atmosphere? That'll help me point you towards the best package for your team.

Try asking:

What types of events do you handle?How many guests can you accommodate?What packages do you offer?

Ready to get started?

Create your AI agent in seconds. Customise the greeting, add your knowledge base, and deploy.

Example questions:

What types of events do you handle?How many guests can you accommodate?What packages do you offer?Can you help with corporate events?