An AI voice agent for event planners: answer every call

These problems usually start with a call nobody took:

• Event inquiry responses are too slow to win business. Family messages 5 event companies for wedding quotations on a Sunday evening. First to respond in 30 mins usually wins the meeting.
• Client brief collection by call is slow and incomplete. Three phone calls to collect guest count, theme preference, budget, dietary requirements, and venue preferences. A WhatsApp form does it in one go.
• Event day coordination across WhatsApp groups is chaos. Caterer, DJ, decorator, photographer all in different groups. Something important always gets missed.

Clients call with changes at short notice, and planners are often on-site at another event when they do.

Couples and families with a date in mind, corporate contacts planning an event, and — during events — guests lost on the way or asking timings. The planning team is often at a venue running another event.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. Inquiry → personalised response in 60 seconds — Bot collects event type, date, guest count, and budget via WhatsApp and alerts your coordinator.
2. Client brief collected via WhatsApp form — Structured questions collect all event details — theme, food preferences, guest requirements, venue constraints.
3. Pre-event milestone reminders for clients — D-30: caterer menu finalise. D-14: final guest count. D-7: venue setup brief. D-1: timeline confirmation.
4. Post-event portfolio + referral request — Day after the event: thank-you, permission to use the photos in your portfolio, and a referral offer.

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Quick replies to date enquiries, milestone updates as the event approaches, and guest reminders a day before.

What stays with your staff: Budget negotiation, vendor problems and anything on the day of the event need the planner.

Guests call for directions, timings and parking. The agent answers from the event information and sends a map pin to WhatsApp, so the family and coordinators are not interrupted.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

• Negotiation and custom proposals.
• Changes to plans.
• Event-day problems.
• Complaints.

A planner taking 20 calls a day at about two and a quarter minutes each uses around 45 minutes a day, roughly 1,350 a month. At ₹4–12 a minute from the prepaid wallet that is ₹5,400–₹16,200 a month in minutes, plus the ₹1,999 monthly add-on.

1. Load packages, availability and per-event information.
2. Choose forwarding: unanswered, during events, or all calls.
3. Test an enquiry, a guest call and a vendor-problem call.

Guests call about pickups and rooms. The agent reads their record — flight, pickup time, hotel, room — and sends the details to WhatsApp, passing changes to the travel desk.

Vendors call to confirm timings or report delays. The agent reads the run-of-show, records the update, and alerts the coordinator immediately for anything that affects the schedule.

Corporate contacts call about parties and offsites. The agent takes the date, headcount, format and budget and books a call with the corporate team, sending past work to WhatsApp.

Clients call about what is due. The agent reads the milestone schedule and sends the payment link to WhatsApp.

Wedding guests and families speak many languages; the agent follows each caller's language.

Answer with the company's name, warmly, and end by confirming what was sent and what happens next.

On event days, forward all calls to the agent so coordinators can work. The agent answers guests and routes vendor and client issues to the coordinator as urgent.

Compare missed calls, consultations booked by phone, and guest calls handled without the family, before and after.

Older guests often prefer to RSVP by phone. The agent records their response, headcount and dietary needs, and confirms on WhatsApp if they use it.

Callers planning birthdays and small gatherings get a quick path: date, guests, theme, budget, ready packages sent to WhatsApp, and a planner callback.

When a backup plan is triggered, guests call to ask where to go. The agent gives the updated venue and timing and sends a new map pin.

Clients often ask for their planner by name. The agent transfers when the planner is free, or books a callback, noting what the client needs.

The agent never shares guest lists, room allocations or a family's details with other callers. Callers asking about someone else are offered to leave a message.

A warm, cheerful voice suits celebrations. Review call summaries around the first events and adjust.

Hosts call to change guest numbers. The agent confirms the new count, tells them the caterer's cut-off, and sends the confirmation to WhatsApp.

When a vendor calls to report a delay, the agent records the new arrival time and alerts the coordinator immediately, so the schedule can be adjusted.

Hosts call after the event about photos, final bills or feedback. The agent answers from the event record and books a planner call for anything more.

Review call summaries weekly in season: guest questions to add to event information, vendor issues, and enquiries that need a faster callback.

Guests call asking about "tonight's function". The agent identifies which event, and gives its time, venue and dress code, sending a map pin to WhatsApp.

Guests who cannot find the venue get landmark directions and the pin on WhatsApp immediately, and the coordinator is alerted if they are stuck.

Couples and parents call in the evening after family discussions. The agent answers every call, checks dates and books planner consultations, so the team starts the next day with meetings.

At corporate events, attendees call about session rooms, shuttles and timings. The agent answers from the event information and sends updates to WhatsApp.

Within the hours you set, the agent can call clients whose decisions are overdue — menu, décor, headcount — to remind them and book a planner call if they need help deciding.

Clients call to pay a milestone. The agent sends the link to WhatsApp during the call and confirms when it is paid. It never takes card details or OTPs on the phone.

After the event, guests call asking for photos. The agent sends the album link the host chose to their WhatsApp and nothing more.

A host unhappy about a detail on the day is transferred to the lead planner immediately, or given an urgent callback, with the event attached.

Guests from many regions call on the day. The agent follows each caller's language, giving directions and timings in the language they are most comfortable with.

Past clients calling about a new event are recognised, their previous event noted, and a callback booked with the planner they worked with.

Guests call about hotel shuttles. The agent reads the transport schedule for their hotel and sends pickup times to WhatsApp.

Families call about elderly or disabled guests — wheelchair access, seating near the stage, a quiet room. The agent records the needs and passes them to the venue coordinator before the day.