How to build a WhatsApp chatbot for your event management company

Start from what customers actually send. Clients ask about availability for a date, packages and pricing, venues, vendor options, and changes to the plan.

Then look at what goes wrong today:

• 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.

Each of these is a conversation with a predictable shape — a question, a lookup, a confirmation. That shape is what a chatbot handles well.

1. What kind of event? Wedding, birthday, corporate, anniversary, other.
2. Date and city — the bot checks availability.
3. Number of guests.
4. Budget range — as buttons.
5. Packages that fit, and a consultation booking with a planner.

Notice what the business side does: it answers with the specific detail (time, reference, next step), it asks for one thing at a time, and it gives the customer a one-word way to reply. Those three habits matter more than how clever the bot is.

On the host's behalf, the bot sends invitations with RSVP buttons, asks headcount and dietary needs, and records answers for the planner. It follows up once with guests who have not replied, and sends a final count to the host.

Reputoo supports both, and most event planners end up using both:

• Keyword flows — a fixed menu or trigger word ("MENU", "BOOK", "STATUS") leads down a set path. Predictable, easy to audit, right for anything with a fixed answer.
• AI chatbot — reads the customer's own words and answers from your knowledge base (website, price list, policies). Right for the long tail of questions nobody wrote a menu item for.

A sensible start for an event management company: keyword flows for the top two or three tasks, AI for everything else, and a person behind both.

"What time does the sangeet start?", "is there parking?", "what is the dress code?", "which hotel are we in?" — the bot answers from the event information the planner entered, freeing the family from answering the same questions hundreds of times.

• Custom proposals and price negotiation.
• Changes to the plan.
• Vendor problems.
• Anything on the event day that needs a decision.

• Complaints, refunds and anything where the customer is upset.
• Anything involving money the bot cannot see — a disputed bill, a custom quote.
• Health, safety or legal questions.
• Any customer who asks for a human. Do not make them ask twice.

For event planners specifically: budget negotiation, vendor problems and anything on the day of the event need the planner.

Handover on Reputoo moves the chat into the shared inbox with the conversation so far, so staff never ask the customer to repeat themselves.

1. Connect your WhatsApp number to Reputoo (official API; takes minutes).
2. Add your website and documents to the knowledge base so the AI answers in your event management company's own terms.
3. Build keyword flows for the top tasks above. What to connect: A CRM or planning sheet with events, dates and vendors; guest lists often live in spreadsheets.
4. Choose who gets handed-over chats, and during which hours.
5. Test from a personal phone, then share the number or a QR code with customers.

The bot tells clients what milestone is due, sends links and receipts, and passes disputes to the planner.

Guests at weddings span generations and languages. The AI chatbot answers each in their language.

• Enquire for a wedding and a corporate event on booked and free dates.
• RSVP as a guest with dietary needs.
• Ask logistics questions as a guest.
• Request a change and check it reaches a planner.

For destination events, guests can tell the bot their flight or train, and the bot confirms their pickup time and car, and their hotel room. Changes go to the travel desk; the host sees arrivals in one list.

On the day, guests ask where to go next, when the baraat starts, where their room is. The bot answers from the schedule and sends a map pin for each venue, and passes anything else to the coordinator.

For conferences and launches, the bot handles attendee registration, sends confirmations with agenda and venue, and answers logistics. Attendee data is used for that event only.

Birthday parties and anniversaries need a faster path: date, venue type, guests, theme, budget, and ready packages. Many can be booked with a consultation call rather than a full proposal.

Custom requests, changes, disputes and event-day issues go to the planner or coordinator with the event and the person's words attached. On event days, handovers are marked urgent.

Watch enquiries answered within minutes, consultations booked, RSVPs collected without calls, and guest questions answered on event days. Read handovers weekly.

RSVP flows should ask about vegetarian, Jain, vegan and allergy needs, and about wheelchair access or seating needs for elderly guests. The bot passes these to the caterer and venue team as a list, so no guest is left out.

Guests ask what to gift or whether there is a registry. The bot shares whatever the host has chosen to share — a registry link, a note — and nothing more.

The bot sends milestone reminders with the amount, due date and link, and receipts on payment, so the planner never has to chase a stressed family about money.

The bot books consultation slots in the planners' calendars at any hour and tells enquirers when a planner will call.

Couples appreciate a checklist by month — venue, catering tasting, décor approval, outfits, invitations, final headcount. The bot sends the relevant items each month and reminds them of decisions due, so nothing lands in the last week.

Headcounts change right up to the event. The bot lets hosts send updated counts, confirms them, and tells them the last date for changes that the caterer accepts.

A day or two after the event, the bot thanks the host and asks how it went — [Wonderful] [Some concerns]. Concerns go straight to the lead planner, with the event attached.

Read handovers and unanswered guest questions weekly in season: most fixes are missing event information, which the planner can add in minutes.

Clients ask which venues suit their headcount and budget, or whether a vendor is available. The bot shares the venues and vendor categories you work with in general terms and passes specific bookings to the planner, who confirms availability directly.

On the day, a guest who messages "can't find the hall" gets the venue pin, landmark directions and the coordinator's number immediately. It is a small thing that keeps the family from fielding calls during rituals.

Indian weddings span several events and venues. The bot answers each question for the right event — mehendi, sangeet, wedding, reception — with its own time, venue and dress code.

At conferences, attendees ask for the agenda, their session room, Wi-Fi and the shuttle times. The bot answers from the event information and sends updates when sessions move — sparing the registration desk the same questions all day.

The bot reminds clients of decisions due — menu tasting, décor sign-off, final headcount — a few days before each deadline, so the planner is not chasing families in the last week.

Wedding guests span generations and regions. The bot replies to each guest in their own language, so grandparents get directions in Hindi or Tamil while younger cousins get English.

Guests often want to share photos with the family. If the host sets up a shared album link, the bot can send it to guests who ask — only the link the host chose, never other guests' contacts.

If rain moves the sangeet indoors, the bot answers every guest who asks with the new venue and timing and sends the new map pin, so the family does not spend the evening on the phone.