Agentic AI Workflow Automation for Event Planners
Converiqo automates event enquiries, proposal workflows, vendor coordination, client communication, and on site execution so planners focus on creativity and flawless experiences.
Pressure points
Key Challenges for Event Planners & Experience Teams
Automation simplifies enquires, proposals, vendor management, and on site execution.
Scattered Enquiries & Client Expectations
Event briefs arrive through email, WhatsApp, Instagram, and referrals. Without a central command center, critical details, budgets, and timelines are missed.
Manual Proposal & Budget Drafting
Planners spend hours gathering requirements, building proposals, and iterating on budgets manually, slowing down approvals and losing momentum with clients.
Vendor Coordination Bottlenecks
Catering, production, decor, logistics, and artist partners operate on separate threads, making it hard to track deliverables, payments, and availability in real time.
On-Site Escalations & Task Tracking
Run sheets, checklists, and live issues are tracked in spreadsheets or WhatsApp groups, leading to missed cues, delayed escalations, and poor client visibility.
Client Communication Overload
Clients ask for frequent updates on budgets, RSVPs, vendor status, rehearsals, and deliveries. Without automation, planners get stuck answering repetitive queries.
Post-Event Feedback & Upsell Gaps
Feedback collection, testimonial requests, and next-event nurturing happen inconsistently, limiting referrals, repeat bookings, and retainer growth.
How Converiqo Orchestrates Event Planning
Automation and AI keep enquiries, proposals, vendors, logistics, and live production aligned inside one operating fabric.
AI-Powered Enquiry & Proposal Desk
Capture enquiries, scope requirements, generate proposals, and align budgets faster with templated workflows and automated follow ups.
Vendor & On-Site Orchestration
Coordinate vendors, RSVPs, approvals, and live issue logs from one canvas so production, logistics, and creative teams stay synced.
Client Communication & Experience Layer
Give clients real time status, approvals, and updates across WhatsApp, email, and web portals without flooding planners with repetitive queries.
Core module
Modules Tailored for Event Planners
Automated flows for sales, client experience, vendor control, onsite execution, knowledge, and feedback.
Automation Flow
Sales / Lead Engine – Enquiry to Proposal Acceleration
Capture enquiries from website forms, wedding portals, WhatsApp, Instagram DMs, partner venues, and referral programs with automatic tagging by event type, date, and budget.
AI profiling enriches leads with guest count, theme preferences, cultural requirements, logistic constraints, and predicted deal size so teams can prioritize quickly.
Automated follow ups share company reels, portfolio decks, proposal questionnaires, and availability calendars aligned to lead stage.
Sales pods get instant allocation, KPIs, proposal task lists, and reminders for venue visits, tasting sessions, and virtual walk throughs.
Budget simulators auto build line items for decor, production, hospitality, F&B, entertainment, and logistics with margin guardrails.
Integration with CRM, accounting, and vendor rosters ensures seamless handoff from enquiry to confirmed event with full approval history.
Automation Flow
Customer Self-Service – Portals & Live Status Boards
Clients review proposals, budget splits, RSVP dashboards, vendor schedules, and live production status via WhatsApp, email, or branded portals.
AI assistant answers event questions instantly: "What is the latest guest count?", "Has décor approval come through?", "When is the technical rehearsal?", "Who is handling transport?".
Automated responses cover program timelines, vendor deliverables, rehearsal plans, payment milestones, rooming lists, and menu confirmations.
Allow clients to approve designs, upload inspo boards, share guest data, update seating plans, and sign off on invoices through conversational experiences.
Real time notifications share change requests, weather advisories, rehearsal reminders, vendor arrivals, and final pick up/drop schedules.
Service requests like additional hospitality, artist changes, last mile logistics, or emergency supplies auto create tickets with SLA tracking.
Automation Flow
Marketing Module – Nurture & Experience Journeys
Automated WhatsApp, SMS, and email drips for enquiry warm up, venue recce invites, design reveals, rehearsal reminders, and guest communication broadcasts.
Personalized storytelling based on event type (wedding, corporate, social, experiential), budget tier, cultural cues, and planning phase.
Trigger workflows for deposit reminders, vendor confirmation deadlines, accommodation cut off dates, sponsor deliverables, and talent approvals.
Multi touch nurture sequences keep prospects engaged with mood boards, case studies, behind the scenes reels, and testimonial snippets.
A/B testing on creative decks, package bundles, and CTA framing with analytics on opens, clicks, meeting bookings, and proposal acceptance.
Sync with CRM, design teams, and vendor rosters so messaging, tasks, and campaign data stay consistent across every touchpoint.
Automation Flow
Field Service Management – On-Site Production & Logistics
Assign production managers, hospitality leads, and logistics captains to venues, vendor moves, and rehearsal blocks with geo tagged schedules.
Mobile run sheets push live cues, stage calls, F&B alerts, and emergency tasks with acknowledgement tracking for crews and freelancers.
Vendor check in/out, asset registers, and delivery notes sync automatically so finance and inventory teams have real time visibility.
Capture on site issues, approvals, and change requests with voice notes, photos, and budget impact flags routed to the right owner instantly.
Integrate GPS tracking for fleet, artist transport, and guest shuttles with automated delay alerts and reroute suggestions.
Post event teardown, inventory reconciliation, and vendor settlement reports auto compile for finance and client handovers.
Automation Flow
Ticketing System – Issues, Approvals & Vendor Cases
Track approvals for budgets, vendor payouts, design revisions, and floor plan changes with SLA timers and escalation maps.
Service tickets for client requests, VIP hospitality, artist hospitality, travel changes, and compliance paperwork auto route to the right pod.
Vendor issues like late deliveries, quality deviations, or staffing shortages trigger alerts with impact analysis and contingency tasks.
Status notifications keep clients, producers, and vendors updated on resolution progress via WhatsApp, email, or portal messages.
Integrations with CRM, finance, and project tools ensure any ticket outcome updates budgets, timelines, and vendor scorecards instantly.
Dashboards highlight recurring issues, owner workload, first response time, and on site escalation hotspots for continuous improvement.
Automation Flow
Workflow Automation – Concept to Curtain Call
Automated journeys cover enquiry intake to concept deck, budgeting, vendor scouting, rehearsals, execution, teardown, and reconciliation.
Create stage specific checklists for design, hospitality, sponsorship, content, gifting, logistics, and compliance with owner assignments.
Dependencies between design approvals, fabrication, AV rehearsals, and talent schedules trigger reminders and red flags automatically.
Financial workflows tie payment milestones, vendor invoices, float requests, and petty cash logs to approvals and documentation.
Integrations with project management, accounting, design tools, and RSVP platforms keep data synchronized and auditable.
Low code builder lets planners tailor workflows per event format, location restrictions, client preferences, or agency SOPs.
Automation Flow
Knowledge Management – Playbooks, Templates & Vendor Intel
Centralize event blueprints, design guidelines, budget templates, vendor rate cards, checklists, and compliance docs in one searchable space.
Version control protects brand guidelines, contract templates, sponsor decks, and creative references so teams never reuse outdated materials.
AI search surfaces the right inspo board, production SOP, legal clause, or city specific regulation using natural language queries.
Publish updates once and push to internal portals, vendor hubs, and client workspaces so everyone works off the latest data.
Track asset usage and gaps to plan training, content refreshes, and onboarding packs for freelancers or new hires.
Role based permissions safeguard confidential budgets, celebrity contracts, and client IP while enabling collaboration.
Automation Flow
Feedback / Survey – CSI, NPS & Experience Insights
Trigger guest, client, sponsor, and vendor surveys right after each event touchpoint via WhatsApp, SMS, QR codes, or email.
Capture sentiment on planning responsiveness, creativity, hospitality, production quality, and post event support with structured metrics.
Route detractor alerts to leadership with playbooks for recovery calls, goodwill gestures, or vendor replacement if needed.
Auto build testimonial requests, case study drafts, and highlight reels from positive feedback for marketing teams.
Dashboard compares event formats, venues, and vendor cohorts to identify satisfaction drivers and risk areas.
Feed insights into sales decks, training sessions, and SOP updates so every new event benefits from past learning.
Stakeholder outcomes
Benefits Across Event Leadership, Teams & Clients
Sales, creative, production, vendors, and clients work from the same live source of truth.
Agency Founders & Business Heads
- Single view of pipeline, budgets, vendor performance, and event health across all locations.
- Forecast ready dashboards for revenue, margins, receivables, and resource utilization.
- Standardized workflows reduce risk, improve profitability, and speed up client approvals.
Sales & Client Strategy Teams
- Enquiry triage, proposal orchestration, and content sharing run automatically so teams focus on creativity.
- Live visibility into approvals, dependencies, and client sentiment keeps deals on track.
- Easy handoff from sales to production with zero loss of context or documentation.
Production & Operations Leads
- Vendor rosters, logistics plans, and on site run sheets stay synchronized across crews and freelancers.
- Instant escalations for delays, shortages, or compliance issues prevent last minute surprises.
- Mobile tools capture proof of work, inventory, and expenses for faster settlements.
Creative & Experience Teams
- Central knowledge base of mood boards, specs, and past case studies speeds up ideation.
- Automated approvals with annotations keep designers, fabricators, and clients aligned.
- Change logs ensure every stakeholder works off the latest version during execution.
Vendors & Partners
- Self service portals for briefs, POs, delivery schedules, and payment status reduce chasing.
- Transparent SLA tracking and scorecards improve accountability and inspire better performance.
- Faster documentation and settlement cycles strengthen long term partner relationships.
Clients & Stakeholders
- Always on visibility into budgets, RSVPs, timelines, and action items builds trust.
- Rapid responses to change requests and live event updates enhance experience quality.
- Structured feedback capture and post event reports make rebooking decisions easier.
Deployment fit
Capabilities for Every Event Business
From boutique wedding studios to enterprise experiential networks.
Luxury Wedding Planners
Manage multi day celebrations, cultural rituals, international guests, and premium vendor ecosystems with predictable workflows and approvals.
Corporate & MICE Agencies
Orchestrate conferences, kickoffs, roadshows, and experiential marketing tours with centralized agendas, speaker management, and sponsor deliverables.
Social & Private Event Studios
Handle birthdays, anniversaries, baby showers, and community events with reusable templates, vendor bundles, and guest engagement automations.
Experiential & Brand Activation Firms
Coordinate mall activations, pop ups, influencer experiences, and festival IP with rapid prototyping, logistics visibility, and compliance tracking.
Venue & Hospitality Groups
Enable in house planning teams across resorts, convention centers, and banquet chains to standardize enquiries, packages, and production SOPs.
Global Event Networks
Give distributed teams and partner agencies a unified operating model while respecting local vendor ecosystems and regulations.
Proof of impact
Event Leaders on Measurable Operational Transformation
Event Planners Scale Faster on Converiqo
57%
Faster enquiry to proposal conversion
63%
Reduction in vendor coordination time
4.6x
Improvement in on site escalation handling
38%
Increase in repeat bookings and referrals
Customer voice
“Converiqo became our virtual show caller. Enquiries move to proposals in hours, clients approve budgets inside one workspace, and every vendor knows their cue before stepping on site. We reclaimed twenty hours a week per planner and converted thirty eight percent more repeat business last season.”
Rhea Kapoor, Creative Director, Lumiere Events & Experiences
Need to know
Frequently Asked Questions
Answers for event planners, producers, creative directors, and client success teams.
How can agentic AI support professional event planners?
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Agentic AI automates client inquiries, organizes planning tasks, and improves coordination across vendors, teams, and clients. It helps event planners manage bookings, schedules, approvals, and client updates more smoothly throughout the planning cycle.
What daily challenges do event planners typically face?
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Planners struggle with last-minute changes, unclear client requirements, multiple vendor dependencies, missed follow-ups, and scattered communication. Automation reduces chaos and ensures every task, deadline, and update flows through a structured, trackable workflow.
Can automation improve planning, scheduling, and vendor coordination?
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Yes. Automation assigns tasks, sends reminders, tracks vendor deliverables, and escalates delays instantly. It helps manage timelines across decor, catering, logistics, entertainment, and hospitality—ensuring fewer bottlenecks and more predictable execution.
How does AI enhance communication with event clients?
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AI sends automated updates for approvals, payments, design previews, schedule changes, and event-day logistics. Clients receive consistent, timely information across channels without relying on manual follow-ups or scattered chats.
Which KPIs should event planners monitor using automation tools?
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Useful KPIs include lead-to-booking conversion, task completion rate, vendor delivery accuracy, budget variance, client satisfaction score, and escalation frequency. These metrics help planners improve reliability and overall event management quality.
How does Converiqo Lead Engine increase event bookings?
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The Lead Engine captures inquiries from websites, referrals, ads, and social platforms. It tags event type, budget, date, and urgency—helping planners prioritize serious leads and convert more prospects into confirmed weddings, corporate events, or social functions.
How does Customer Self-Service support event planning clients?
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Customer Self-Service allows clients to track progress, upload requirements, check timelines, view proposals, and raise queries anytime. It reduces repetitive conversations and provides clients with clear visibility into every stage of their event planning journey.
Why should event planners use Converiqo Ticketing System?
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The Ticketing System organizes complaints, revision requests, vendor issues, payment concerns, and last-minute changes into trackable tickets. It ensures clear accountability, SLA-based resolution, and smoother coordination across teams and suppliers.
How does Field Service Management support on-ground event execution?
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Field Service Management assigns tasks and field teams for decor setup, logistics movement, equipment delivery, and event-day coordination. It tracks progress live, ensuring timely execution and reducing operational confusion during high-pressure events.
How do workflows, marketing, and knowledge improve event operations?
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Workflow Automation standardizes planning steps, vendor approvals, budget checks, and client updates. The Marketing Module drives targeted campaigns, while Knowledge Management stores templates and SOPs. Combined with feedback insights, planners deliver more consistent, high-quality events.
Event excellence
Ready to Automate Enquiries, Vendors, and On Site Execution?
Plug Converiqo into your event planning stack to orchestrate proposals, vendors, logistics, client updates, and post event follow ups from one intelligent layer.