A chatbot follows the paths you draw. An AI agent reads what the customer actually wrote, looks up your event management company's own information, and takes the next step — books, updates, follows up. This is what that looks like for event planners, and how to keep it honest.
✓ Fact-checked against Meta’s WhatsApp rate card and vendors’ own pricing pages
| Question | Agent answers? | What it needs |
|---|---|---|
| Are you free on 14 December in Jaipur? | Yes | Booking calendar |
| What do your wedding packages include? | Yes | Package sheets |
| What time is the haldi? Where do I park? | Yes, for guests | Event information |
| Can you do it for less? | No — planner | A planner |
| The caterer hasn't arrived | No — coordinator immediately | The event coordinator |
Start with what customers ask. Clients ask about availability for a date, packages and pricing, venues, vendor options, and changes to the plan. An agent answers all of that from your own information. Then give it the work event planners repeat every day:
The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.
An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:
It also needs to see the records your event management company already keeps — what to connect: A CRM or planning sheet with events, dates and vendors; guest lists often live in spreadsheets.
"We're getting married in Udaipur in February, about 250 guests, want a pastel theme and a destination feel" — the agent turns that into a brief: date, city, guests, style, budget if offered, events needed. The planner's first call starts with ideas, not questions.
These are the moments customers remember, and they are worth a human:
The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.
The same agent that answers on WhatsApp can answer your event management company's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.
For each event, the agent answers guests' questions from the event information, records RSVPs and dietary needs, and passes anything unusual to the coordinator. It never uses guest details beyond the event.
The agent explains milestones, sends links and receipts, and passes disputes to the planner. It never asks for card numbers, PINs or OTPs.
The agent replies in each person's language across 36 languages — useful for weddings with guests from many places.
For destination events, the agent answers guests' travel and accommodation questions from each guest's record — hotel, room, pickup time — and updates the travel desk with changes.
Vendors and team members ask the agent for their timings and the latest run-of-show, which it sends from the current version, flagging recent changes.
When a backup plan is triggered, the agent answers guests' "where is it now?" questions from the updated information and sends new map pins.
For corporate events, the agent handles registrations, agenda questions, venue logistics and badges, using attendee data for that event only.
The agent shares mood boards and renders from the planner and records the client's approval or questions, passing design discussions to the designer.
A season of conversations shows which event types and budgets enquirers have, what guests always ask, and where events create confusion — improvements for packages and event information.
Warm and celebratory with clients and guests, precise with vendors. Events are emotional; the agent should feel like part of a calm, capable team.
The agent collects guests' dietary and accessibility needs with RSVPs and sends consolidated lists to the caterer and venue coordinator.
The agent sends each vendor their confirmation and run-of-show, records acknowledgements, and alerts the coordinator about vendors who have not confirmed.
The agent books consultations in planners' calendars and sends the brief ahead, so the first meeting is productive.
On event days, anything about vendors, safety, the family or the schedule goes to the coordinator immediately, marked urgent, with the person's words and location.
Guest details are used only for the event they were shared for, shared only with the host and the team who need them, and not retained for marketing.
The agent sends couples their monthly checklist and reminds them of decisions due — tastings, approvals, final counts — and records each decision for the planner.
The agent accepts updated guest counts, confirms them, and tells hosts the caterer's last date for changes.
After the event, the agent thanks the host, asks how it went, passes concerns to the lead planner and, with the host's permission, notes photos that may be used in the portfolio.
Tell the agent your company's style — elegant, fun, grand — and read its client conversations regularly. Events are personal; the agent's voice should feel like your team's.
The agent keeps each event in a wedding distinct — time, venue, dress code, transport — and answers guests for the event they ask about.
For guests who cannot find the venue, the agent sends the pin, landmark directions and the coordinator's number at once.
Clients ask about venue options and vendors. The agent describes what you offer in general and passes specific availability checks to the planner.
Planners review the agent's conversations weekly in season — client requests, guest questions and handovers — and update event information.
The agent reminds clients of upcoming decisions — tastings, approvals, final counts — and records their choices for the planner, so the plan stays on schedule without the planner chasing.
At corporate events, the agent answers agenda, room, Wi-Fi and shuttle questions and sends session-change alerts to registered attendees.
Enquiries and guest questions arrive late. The agent checks dates, books consultations and answers guest logistics at any hour, and queues anything needing a planner for the morning.
When guests ask for event photos, the agent shares the album link the host chose, and nothing more — never other guests' contacts or unapproved images.
For birthdays and anniversaries, the agent offers ready packages by guest count and budget, books a quick planner call, and handles the smaller logistics — cake, décor theme, venue type — in one conversation.
A client unhappy with a vendor or a detail gets an apology and an immediate handover to the lead planner with the event and details attached. The agent never offers compensation on its own.
When a past client enquires again, the agent recognises them, mentions their previous event and planner, and offers to book the same planner for the new one.
For events with shuttles between hotels and venues, the agent answers guests' pickup times and points from the transport schedule and flags missed pickups to the coordinator.
A chatbot follows menus and flows you define. An AI agent understands free-form messages, answers from your own knowledge base, and can take actions such as booking or updating a record. Most businesses run both: flows for fixed tasks, the agent for everything else.
Yes, which is why it should answer only from your knowledge base and hand over when it does not know. Review conversations in the first weeks and add missing answers to the knowledge base as you find them.
Yes, on the host's behalf, from the event information — timings, venues, parking, dress code and hotels.
No. Negotiation, custom design and changes go to the planner.
Yes, from your booking calendar, and it books a consultation.
It sends confirmations and the run-of-show, records acknowledgements and alerts the coordinator about vendors who have not confirmed.
Yes, and it tells you the caterer's last date for changes.
Yes, across 36 languages.
Yes — it sends the venue pin, landmark directions and the coordinator's number immediately.
Yes, from the transport schedule, and it flags missed pickups to the coordinator.
Yes — ready packages by guest count and budget, a quick planner call, and the smaller logistics in one conversation.
Never. It shares only what the host chose, such as an album link.
Yes. The bot asks structured questions — venue preference, theme, dietary requirements, entertainment, decor style — and collects complete brief without phone calls. Teams save 3+ hours per client.
Create a centralised vendor coordination flow in Reputoo's inbox. All vendor conversations in one place — caterer, decorator, DJ, photographer — with conversation history and assignment tracking.
Written by Riya · Reputoo. Riya writes Reputoo’s guides on the WhatsApp Business API, chatbots and voice AI for Indian businesses. Prices are checked against Meta’s published rate card (25 September 2026); competitor details come from each vendor’s own site.
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