AI Phone & WhatsApp Agent for Event Planners
Event planning runs on inbound inquiries: couples asking about wedding packages, companies requesting team events, quotes that need to go out the same day. Zepiva's AI agent answers every inquiry from the moment it arrives, collects the event details, the budget, and the date, and follows up on quotes so planning time is spent on events, not on phone tag.
The challenges event planners face
Real problems these businesses deal with daily — and the gaps an AI agent can fill.
Venue and quote inquiries pile up
Most client contact starts with a phone call or a contact form asking for a quote. When that first request sits unanswered for hours, the client moves on to the next planner.
The dates you are holding get double-booked
A couple calls about a date you have pending with another client. Without a system capturing inquiries, the same Saturday gets promised to two weddings — a conflict discovered later.
Client follow-ups slip
After a site tour or a proposal, the client goes quiet. Following up with each prospective client by hand is easy to forget, and every forgotten follow-up is a booking that goes elsewhere.
How Zepiva fits into event planners
Specific features mapped to the way your business actually works.
Call intake for new events
The AI phone agent answers calls about weddings, corporate events, and private functions. It captures the event type, date, guest count, budget range, and contact details, then saves the full intake in the dashboard.
WhatsApp for couples and clients
Clients like chatting on WhatsApp with quick questions about packages, availability, and next steps. The agent replies instantly from your knowledge base and can confirm which dates are free for a particular event type.
Date-hold tracking
Your knowledge base includes the dates you allow to be held and the packages you offer. The AI confirms to clients whether you can reserve a date, reducing double-booking before a human gets on the phone.
Proposal follow-ups
After you send a proposal, the agent sends a scheduled follow-up by email or WhatsApp: 'Hi [name], did you have any questions about the arrangement we shared?' It tracks who has and has not responded.
A wedding week for a solo event planner
Three events in five days, and the phone kept ringing.
A call comes in at 9 a.m. from a couple asking about a September wedding for 120 guests. The AI agent answers, collects the date, headcount, and budget, and confirms the date is available before the planner calls back.
Seven more inquiries arrive during the day across phone and WhatsApp. Each one is filed into the dashboard with the guest count and desired date, and the planner reviews them in one place at night.
A follow-up is sent to two couples who had requested proposals the week before. One replies within an hour to confirm; the other says they need a mid-range option — another call answered by the agent captures the details.
By Friday, no inquiry went unanswered, two dates are booked, and the dashboard shows nine qualified leads for the next week.
Illustrative example — not a customer testimonial.
Which plan fits event planners?
A starting point based on how these businesses typically use the platform.
Recommended plan
Most event planners start with the Gold plan: the 2-language support is useful for multicultural events, and the daily call and WhatsApp limits cover the volume of inquiry season without an extra line.
Common questions from event planners
Explore further
Related industries, in-depth guides, and articles.
Try it for your event planners business
Start a free trial. Train the knowledge base, connect a channel, and see your AI agent handle real conversations.
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