AI Front Desk for Event Planners
Stop losing events
to unanswered messages.
The AI front desk for event planners. Answer package and event questions. Collect the date, guest count, and budget, then email your team a summary.
One AI reply = one response — from $40/mo·Why an agent, not a chatbot →
- <5 minutes
- Paste your site, add one script tag, and it is live
- 4 channels
- Website, WhatsApp, Instagram DM, Messenger
- Always on
- Website, WhatsApp, Instagram, Facebook — no late-night inquiry goes cold
Today
Without Hyperleap AI
- Event inquiries pile up while you’re on-site coordinating a live event
- Slow responses mean couples and corporate clients book a competitor instead
- Same venue, pricing, and availability questions answered over and over
- Peak wedding and holiday season overwhelms your inbox and phone lines
- Inquiries from busy professionals sit unanswered while you are on-site
- No consistent way to capture leads from Instagram and Facebook messages
With an AI front desk
With Hyperleap AI
- AI captures event details so you can focus on delivering the event
- Prospective clients get immediate responses — no waiting for a callback
- AI answers venue, vendor, and pricing questions from your own content
- Handle peak season inquiry volume without adding staff
- Late inquiries get answered too, and land in your inbox as a clean brief
- One AI manages website, WhatsApp, Instagram, and Facebook messages
Features
Everything Event Planners Need
From first question to a ready-to-quote brief, Hyperleap AI handles the front desk so you can run the event.
Event Inquiry Capture
AI collects event date, guest count, venue preferences, theme ideas, and budget range. Your team gets an organized brief by email instead of scattered messages.
Venue & Vendor Questions
AI answers common questions about the venues you work with, vendor options, capacity, and logistics. Clients get answers in seconds instead of waiting for a callback.
Budget Discussion
AI shares your package price ranges, explains what moves the cost, and records the client's budget. Your team prepares the custom proposal.
Multi-Channel Support
Clients reach you via website chat, WhatsApp, Instagram DM, or Facebook Messenger. Manage all four channels in one place.
Consultation Booking Link
AI collects the preferred event date and shares your consultation booking link, so the next step happens without phone tag. Your team confirms the date.
100+ Languages
Serve diverse client populations in their native language. AI auto-detects and responds in Spanish, Mandarin, French, Arabic, Portuguese, and more.
In practice
Real Conversations Your AI Handles
Corporate Event
"We need to plan our annual company retreat for 200 people." AI collects date preferences, location, activity interests, and budget, then routes the brief to your corporate events team.
Wedding Planning
"We're engaged and looking for a full-service wedding planner." AI gathers wedding date, guest count, style, and budget, then shares your consultation link and routes the couple to your wedding coordinator.
Birthday Party
"I want to throw a surprise 40th birthday for my wife." AI asks about guest count, theme, venue preference, and catering, then collects contact details for follow-up.
Conference
"We're organizing a tech conference for 500 attendees." AI collects keynote, breakout, AV, catering, and budget requirements so your team can prepare a proposal.
Product Launch
"We're launching a new product and need a launch event." AI gathers guest list size, venue style, media needs, and timeline, then routes to your events coordinator.
Anniversary Celebration
"Planning a 25th wedding anniversary party for my parents." AI collects theme, guest count, venue ideas, catering needs, and budget for your team to design the celebration.
Holiday Party
"We need to plan our company holiday party for 150 employees." AI asks about venue preference, entertainment, decor, dietary needs, and budget range for a tailored proposal.
Fundraiser / Gala
"We're hosting a charity gala and need event planning support." AI collects the cause, expected attendance, venue requirements, and entertainment needs, then routes to your team.
Team Building
"Looking for a team building event for our department of 50." AI gathers activity preferences, indoor vs. outdoor, location, duration, and budget, then shares the matching packages you offer.
Outcomes
Why Event Planners Love Hyperleap AI
Capture More Event Leads
Inquiries get a reply in seconds instead of going to voicemail. AI collects the event details, so your team follows up with a proposal, not a question.
Reply First
Engaged couples often message several planners at once. Being the first to reply, in seconds rather than hours, keeps you in the conversation.
Free Up Your Team for On-Site Coordination
Your planners stay focused on the live event while AI handles the routine questions about services and pricing.
Handle Peak Season Volume
Wedding season, holiday parties, and year-end galas bring a surge of inquiries. AI handles many conversations at once, so nobody waits for a callback.
Showcase Your Services
AI shares your event packages, portfolio highlights, and past event examples, including after hours. Clients explore before they ever speak to your team.
Launch in Under 5 Minutes
Paste your website URL and add one script tag. Add package PDFs and instructions to refine the answers.
Who it fits
Built for Every Type of Event Planning Business
Independent Event Planners
Solo planners juggling client calls, vendor coordination, and on-site management. AI handles incoming inquiries so you can focus on delivering exceptional events.
Event Planning Agencies
Multi-planner teams managing weddings, corporate events, and social gatherings. AI captures and routes leads to the team member you name for each event type.
Corporate Event Teams
In-house event departments handling conferences, retreats, product launches, and company celebrations. AI qualifies requests and collects requirements before your team gets involved.
Simple Pricing for Event Planners
Try any plan free for 7 days
Plus
For independent event planners
Key Features:
- 3,000 AI responses per month
- 1 chatbot
- 4 channels per chatbot
- Instagram, WhatsApp available
- 40MB knowledge source per chatbot
- Calendar, downloads, videos
- + 4 more features
Pro
For growing event planning agencies
Key Features:
- 12,000 AI responses per month
- 2 chatbots
- 8 channels (4 per chatbot)
- Remove Hyperleap branding
- 40MB knowledge source per chatbot
- Link tracking & login
- + 3 more features
Max
For large-scale event operations
Key Features:
- 30,000 AI responses per month
- 5 chatbots
- 20 channels (4 per chatbot)
- Remove Hyperleap branding
- 40MB knowledge source per chatbot
- Multi-variant (locations, courses, etc) ($40/mo + 2x credits)
- + 3 more features
7-day free trial: Try any plan risk-free • See all plan details →
All plans include: Multi-channel deployment • Priority support
Add-ons: Studio & API ($99 one-time on Plus/Pro/Max) • Multi-variant (locations, courses, etc) ($40/mo + 2x credits on Pro/Max) • OTP Verification (usage-based on Pro/Max)
You stay in control
Why Event Planners Choose Hyperleap AI
Built for Event Planning
Comes with an event planning starting prompt and the questions this industry actually gets asked: weddings, corporate events, galas, milestone celebrations.
Event-Focused Lead Capture
AI collects the details planners need — event type, date, guest count, venue preference, theme, and budget — so your team prepares proposals without the back-and-forth.
No Tech Skills Needed
Paste your website URL, add one script tag, and it is live in under 5 minutes. No developers needed.
Human Handoff When Needed
Complex events, custom requirements, and large-budget inquiries get routed to your team with the full conversation attached.
Frequently Asked Questions
What does an AI front desk do for an event planner?+
It answers the questions that interrupt you while you are on-site — packages, what is included, venues you work with, price ranges — and collects the brief a proposal needs: event type, date, guest count, budget. You get a clean summary by email instead of a cold message to chase.
Does the AI check my availability or confirm dates?+
Not for event dates. It does not hold event dates or confirm them; it collects the preferred date and your team confirms availability, which keeps a double-booking from ever starting in the chat. For the consultation itself, if you use Calendly or Cal.com it can offer real open times and book the call in the chat (in-chat booking with Calendly needs Calendly Standard or higher); otherwise it shares your consultation booking link.
Can it talk about budgets and pricing?+
It shares the package price ranges you publish and explains what moves the cost — headcount, venue, catering — then records the client's budget. Your team prepares the actual proposal.
Where does the AI get its answers?+
From your own content — your website, package PDFs, and price list. It answers from that material only, and hands over to your team when a question falls outside it.
How long does setup take?+
Under 5 minutes. Paste your website URL and Studio reads it, imports your branding, and drafts a starting prompt; one script tag puts it live. Add package PDFs and instructions to refine the answers.
Which channels does it cover?+
Your website, WhatsApp, Instagram DM, and Facebook Messenger, from a single dashboard. Hyperleap AI is a Meta Technology Provider and Business Partner, so the social channels run on Meta's official Business APIs.
How Event Planning AI agents work
Four guides that explain the technology behind every event planning AI agent — from how it answers accurately to how it routes the right requests to your team.
AI Agents by Industry
What a customer-facing AI agent does — and how it fits your industry.
Conversational AI for Customer Service
Resolve more inquiries instantly, on every channel, without adding headcount.
AI Receptionist
Answer, route, and book — 24/7, never offline.
RAG Chatbot
Document-grounded answers from your own knowledge — not guesses from the internet.
Event Planning Resources
Learn more about AI chatbots for event planning with our guides and comparisons.
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Read guideAI Chatbot for Wedding Venues: Handling Inquiries
See how an AI chatbot for wedding venues answers date, capacity, and pricing questions after hours, qualifies couples, and shares your tour link.
Read guideEvent Planning AI Front Desk for Lead Qualification
An event planning AI front desk can collect date, venue, guest count, scope, budget, and decision timing before a planner follows up.
Read guideHow Slow Response Times Cost Businesses
Research shows 78% of customers buy from the first responder.
Read guideAI Chatbot ROI Calculator & Case Studies
Calculate your potential savings and see real results.
Read guideAI Chatbot vs Receptionist: Cost Comparison for SMBs
Should your small business hire a receptionist or deploy an AI chatbot? A practical cost comparison covering availability, scalability, and ROI.
Read guideResponse Time and Conversion Rates by Industry
Industry-by-industry breakdown of how response speed impacts conversion rates.
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View comparisonReady to Stop Losing Event Inquiries?
Answer every inquiry in seconds and hand your team a clean brief. Start for free today.
Ask AI about your customer conversations.
Connect Claude or another compatible AI tool to your Event planning agent’s customer details and conversations. Then ask questions such as “What did customers ask this week?” This connection, called MCP, is included on every plan.
Ask Claude about your leads