Agentic AI Workflow Automation for Wedding Planners & Luxury Events
Converiqo automates bridal enquiries, vendor coordination, budgeting, guest communication, and event-day escalations so planners stay creative while operations stay predictable.
High-touch complexity
Wedding Planners Battle Moving Parts Every Minute
AI removes manual juggling across enquiries, vendors, budgets, and multi-day guest experiences.
Scattered Bridal Enquiries
Couples, families, and coordinators message via Instagram, WhatsApp, email, and websites. Without automation, planners miss hot leads and lose context between conversations.
Budget & Vendor Tracking Chaos
Multi-vendor quotes, deposits, and instalments live in spreadsheets. Planners spend nights reconciling numbers instead of designing stunning experiences.
Event Day Escalation Overload
When décor, hospitality, or logistics hit a snag, teams juggle frantic calls, making it hard to log issues, assign owners, and close loops before the pheras begin.
Manual Schedule & Itinerary Updates
Any change in ceremonies, make-up slots, or baraat timing forces dozens of phone calls. Without automated notifications, stakeholders stay misaligned.
Vendor & Field Crew Coordination
Photographers, caterers, décor teams, chauffeurs, and hospitality crews lack a unified brief. Last minute instructions slip through WhatsApp threads.
Post Event Feedback & Referrals
Collecting testimonials, payments, and referral leads after the event is inconsistent, limiting repeat business and word-of-mouth growth.
How Converiqo Orchestrates Wedding Experiences
Automation + AI keep sales, design, production, hospitality, and finance in lockstep from enquiry to celebration.
AI-Ready Enquiry & Booking Engine
Capture, qualify, and respond to bridal enquiries instantly with curated inspiration decks, venue suggestions, and availability calendars.
Orchestrated Vendor & Field Coordination
Centralize budgets, timelines, task lists, and field crew instructions so décor, hospitality, logistics, and entertainment stay in sync.
Guest & Family Communication Layer
Send itineraries, RSVP reminders, shuttle updates, and ceremony changes across WhatsApp, SMS, and email without juggling groups manually.
Core module
Modules Tailored for Wedding Planners
Automated workflows for enquiries, guest communication, vendor management, field execution, and post-event growth.
Automation Flow
Sales / Lead Engine - Discovery to Booking
Capture enquiries from Instagram, WhatsApp, wedding portals, website forms, and venue partners with couple profile tagging (city, budget, guest count, themes).
AI scores leads by urgency, ceremony dates, destination preference, cultural rituals, and expected spend so senior planners focus on high-value couples.
Auto-send inspiration decks, venue shortlists, budget ranges, and credentials while scheduling chemistry calls or showroom visits in one click.
Guided questionnaires collect rituals, guest logistics, décor inspiration, photography needs, and hospitality expectations without endless email threads.
Assign planners, designers, and production leads with checklists, reminders, and shared timelines to keep pre-wedding meetings on track.
Integrate with CRM, proposal tools, and e-sign platforms so every enquiry moves from discovery to contract with a complete digital audit trail.
Automation Flow
Customer Self-Service - Couple & Family Concierge
Couples review venue options, décor concepts, budgeting snapshots, and task updates through WhatsApp, email, or a white-labeled portal 24/7.
AI assistant answers questions instantly: “What time is the haldi rehearsal?”, “Where is Nana staying?”, “Has the mehendi artist been paid?”, “What is the final guest count?”.
Automated reminders cover RSVP confirmations, outfit trials, payment milestones, travel itineraries, and vendor approvals without chasing manually.
Enable guests to RSVP, view itineraries, request airport pickups, share dietary needs, and receive live updates when schedules shift.
Centralize documents, vendor contracts, GST invoices, décor drawings, seating charts, and shot lists so everyone references the latest version.
Route sensitive requests (VIP seating, religious rituals, accessibility support) into tickets with accountable owners and SLA tracking.
Automation Flow
Marketing Module - Inspiration & Follow-Up Journeys
Auto-send welcome journeys with curated mood-boards, past wedding films, and planner credentials tailored to culture, location, and budget.
Run nurture flows that drip décor ideas, menu inspirations, entertainment options, and planning checklists aligned with the couple’s timeline.
Trigger-based reminders for venue locking, vendor deposits, choreography rehearsals, and hospitality cut-offs so no milestone slips.
Segment campaigns for destination weddings, palace affairs, farmhouse weekends, and intimate celebrations with relevant testimonials.
Share real-time showcases from ongoing weddings to warm leads, highlighting behind-the-scenes professionalism and differentiators.
Measure open rates, consultation bookings, proposal acceptance, and referral conversions to optimize marketing spend each season.
Field Flow
Field Service Management - Production & Ground Crews
Assign logistics teams, décor crews, hospitality staff, chauffeurs, and stage managers with GPS-tracked tasks and checklists.
Share daily run sheets, vendor contact trees, and rehearsal updates via mobile apps so crews always act on the latest plan.
Capture on-ground status with photos, video snippets, and compliance checklists to keep creative directors informed remotely.
Auto-generate vendor payment triggers once milestones (setup complete, rehearsal done, teardown finished) are approved.
Plan crew rotations, meal breaks, and accommodation with live occupancy and travel dashboards to avoid burnout and confusion.
Real-time alerts flag delays (florist stuck in traffic, generator fault, rain contingency) so war rooms act before guests notice.
Automation Flow
Contact Center Module - Guest & Vendor Hotline
Unified desk handles inbound calls, WhatsApp messages, RSVP emails, and website chat inquiries from couples, parents, and vendors.
Smart routing ensures décor queries reach design leads, logistics questions reach operations, and hospitality requests reach guest relations instantly.
AI transcribes calls, tags action items, and spins up tickets so nothing from “DJ needs a new playlist” to “VIP arrival change” gets missed.
Live dashboards show call surge times, unresolved items, and satisfaction scores so planners can add resources before chaos hits.
Automated outbound nudges share shuttle ETA, ceremony reminders, and weather alerts across preferred channels in real time.
Integration with planning workbooks and vendor CRMs lets agents pull contracts, floorplans, and contact lists while on the call.
Automation Flow
Ticketing System - Issues & Escalations
Turn décor tweaks, hospitality escalations, payment clarifications, and logistics hiccups into structured tickets with clear SLA timers.
Route tasks to content, design, production, hospitality, F&B, or finance pods based on category, venue, and day of urgency.
Attach floor plans, vendor contracts, invoices, photos, and voice notes so anyone stepping in has full context within seconds.
Push live status updates to couples, parents, and vendors through WhatsApp or email, reducing “just checking” calls.
Escalate high-stakes items (celebrity arrival delays, weather disruptions, VIP seating changes) to leadership war rooms instantly.
Dashboards highlight recurring issues, vendor reliability, and average closure times to refine playbooks after every celebration.
Automation Flow
Workflow Automation - Enquiry to Event Breakdown
Digitize planning stages: enquiry → discovery call → concept + budget approval → vendor sourcing → contract signing → rehearsal → event execution → post-event payments.
Auto-trigger tasks when deposits clear, vendor quotes upload, guest counts change, or floor plans get approved so every stakeholder receives real-time instructions.
Build ceremony-wise timelines (sangeet, haldi, pheras, reception) with dependencies, owners, and buffer alerts pushed to mobile dashboards.
Sync with project tools, accounting suites, and design boards to eliminate double entry while keeping finance, production, and creative teams aligned.
Generate war-room dashboards that surface pending tasks, overdue approvals, payout status, and inventory usage across multi-day celebrations.
Use templates to clone workflows for new weddings, ensuring repeatable excellence while leaving room for bespoke touches.
Knowledge Flow
Knowledge Management - Playbooks & Templates
Centralize venue blueprints, décor style guides, vendor rate cards, and cultural ritual checklists for instant reference.
Tag resources by destination, season, guest count, and budget bracket so planners pull relevant inspiration in seconds.
Maintain SOPs for crisis management (rain plans, power backup, medical emergencies, celebrity security) accessible on mobile.
Store past wedding case studies with budgets, vendor rosters, and learning notes to accelerate proposal writing.
Auto-suggest templates (shot lists, timelines, inventory manifests) based on event type to speed up onboarding of new planners.
Track content usage to identify gaps (e.g., need more South Indian décor references) and feed creative R&D.
Insight Flow
Feedback / Survey - Post-Event Intelligence
Collect couple, parent, and VIP feedback within 24 hours through WhatsApp, email, or QR-linked microsites.
Trigger vendor scorecards covering punctuality, creativity, compliance, and collaboration to refine preferred partner lists.
Aggregate guest sentiment on hospitality, logistics, entertainment, and food to enhance upcoming celebrations.
Auto-create testimonial drafts and referral requests once NPS crosses thresholds, keeping marketing funnels full.
Flag detractor responses to leadership instantly with suggested recovery steps and ownership assignments.
Visualize feedback trends by venue, destination, budget tier, and vendor category to guide strategic investments.
Stakeholder outcomes
Benefits Across Planning, Production & Guest Experience
Creative leads, production crews, sales pods, and families all work from the same live source of truth.
Lead Planners & Creative Directors
- Maintain a single view of leads, budgets, vendor status, and timelines across every celebration.
- Free up 20+ hours a week for concepting and relationship building instead of chasing updates.
- Use real-time dashboards to call audibles when weather, guests, or vendors change plans.
Production & Operations Teams
- Structured tasks, SOPs, and live alerts keep décor, hospitality, logistics, and entertainment perfectly sequenced.
- Instant visibility into crew progress, pending approvals, and escalations avoids last minute firefighting.
- Automated ticketing and checklists ensure compliance with venue, safety, and cultural requirements.
Sales & Marketing Pods
- AI-qualified enquiries, drip campaigns, and proposal templates shorten booking cycles.
- Performance analytics reveal which channels, venues, and packages convert best for future seasons.
- Showcase fresh case studies, testimonials, and behind-the-scenes content automatically to warm prospects.
Field Crews & Vendor Partners
- Mobile-ready instructions, floor plans, and payment updates reduce confusion and wait time onsite.
- Automated reminders for rehearsals, setup windows, and teardown deadlines keep everyone punctual.
- Digital proof-of-work plus instant approvals accelerate payouts and strengthen vendor loyalty.
Couples, Families & Guests
- 24/7 access to itineraries, logistics, RSVP tools, and concierge support through preferred channels.
- Transparent updates on budgets, vendor status, and creative decisions build trust from day one.
- Personalized communication ensures every ceremony feels thoughtful, timely, and stress free.
Finance & Accounting Teams
- Automated invoicing, payment milestones, and reconciliation reports simplify multi-vendor financial tracking.
- Clear visibility into budget utilisation, pending payments, and profit margins across every celebration.
- Integrated expense logs and vendor payout schedules ensure timely settlements and tax-ready records.
Deployment fit
Fits Every Wedding Planning Model
From boutique studios to destination giants and venue-integrated teams.
Luxury Destination Wedding Studios
Coordinate international venues, cross-border vendor teams, and multi-day hospitality logistics with one command center.
Boutique Urban Planners
Deliver bespoke city weddings with tight timelines, curated vendor pools, and high-touch concierge services.
Venue Integrated Planning Teams
Synchronize in-house sales, décor partners, catering, and guest relations with automated workflows and shared dashboards.
Production Houses & Décor Specialists
Manage large-format builds, rentals, and inventory while staying aligned with planners, designers, and clients.
Hospitality & Guest Experience Agencies
Automate RSVP flows, travel logistics, hotel allotments, and concierge requests for outstation guests.
Cross Border Collaboration Pods
Keep planners, stylists, photographers, and entertainment partners across countries aligned through centralized briefs and approvals.
Proof of impact
Real Wedding Planners on Operational Calm & Creative Freedom
Planners Scale, Guests Smile, Vendors Stay Synced
37%
Faster response to new enquiries
41%
Reduction in vendor coordination delays
32%
Decrease in last minute escalations
2.6x
Increase in post event referrals
Customer voice
“With Converiqo, every wedding now runs like a mission control room. Couples get instant answers, vendors never miss a beat, and our planners finally sleep before show day.”
Shreya Kapur, Creative Director, Aurora Weddings
“Timeline changes, shuttle updates, and guest requests used to drown us. Now the AI concierge handles 70% of those interactions, freeing our core team to focus on magic.”
Raghav Chaturvedi, Founder, Baraati Tales
Need-to-know
Frequently Asked Questions
Answers for creative directors, production ops, field crews, and guest concierge teams.
How can agentic AI help modern wedding planners?
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Agentic AI automates inquiries, organizes planning tasks, and streamlines communication with clients and vendors. It helps planners manage timelines, approvals, guest coordination, logistics follow-ups, and last-minute changes without losing control during complex multi-day wedding setups.
What challenges do wedding planners face during event execution?
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Planners deal with unexpected delays, vendor issues, unclear client instructions, constant phone coordination, and scattered team updates. Automation reduces miscommunication and ensures tasks, deadlines, and responsibilities move through a structured, trackable workflow.
Can automation improve vendor coordination and event deliverables?
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Yes. Automation assigns tasks, tracks vendor commitments, sends reminders, and escalates delays. It helps planners maintain control over décor, catering, logistics, entertainment, and hospitality workflows, ensuring predictable execution during high-pressure event days.
How does AI improve communication for wedding clients?
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AI sends automated updates for approvals, payments, timeline changes, design revisions, and vendor confirmations. Clients stay informed without multiple follow-ups, creating a smoother and more transparent wedding planning experience.
What KPIs should wedding planners monitor using automation?
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Key KPIs include lead to booking conversion, task completion speed, vendor reliability score, revision turnaround, customer satisfaction, and escalation frequency. Tracking these metrics helps planners improve coordination, service quality, and operational execution.
How does Converiqo Lead Engine increase wedding bookings?
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The Lead Engine captures inquiries from websites, Instagram, ads, and referrals. It tags wedding type, budget, location, and urgency. Helping planners prioritize high-value leads and convert more prospects into confirmed wedding planning projects.
How does Customer Self-Service enhance client planning experience?
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Customer Self-Service allows clients to review timelines, upload references, track deliverables, view proposals, and raise questions anytime. It reduces repetitive communication and gives clients transparent visibility into the entire planning process.
Why should wedding planners use Converiqo Ticketing System?
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The Ticketing System structures revision requests, vendor concerns, payment issues, design changes, and onsite problems into organized tickets. It ensures faster responses, clear ownership, and smoother coordination across all planning teams.
How does Field Service Management support onsite wedding execution?
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Field Service Management assigns staff for décor setup, logistics coordination, guest handling, transportation, and vendor supervision. It tracks task progress in real time, helping planners avoid delays and maintain control during event day operations.
How do workflows, marketing, and knowledge strengthen planning operations?
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Workflow Automation standardizes planning steps, approvals, budgets, and escalations. Marketing Module drives lead generation, while Knowledge Management stores templates, past plans, and SOPs. Feedback insights help planners refine service quality and client experience.
Wedding excellence
Ready to Automate Enquiries, Vendors, Guests & Event-Day Ops?
Plug Converiqo into your planning stack to streamline sales, vendor coordination, guest concierge, budgets, and on-ground execution.