For wedding venues, event planners and caterers. It answers every enquiry on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE, books show-rounds and tastings, and turns a tailored brief into a proposal request for your team.
7-day free trial. Tours, tastings and proposal requests included.
An event venue chatbot is AI software that answers people planning a wedding, a party or a company event, and moves them toward a tour, a tasting or a written proposal.
Couples and event bookers message several venues on the same evening, usually with the same three questions: is our date free, can you fit our numbers, and roughly what will it cost. HiQBot answers from your own packages, menus and policies, asks what it needs to know one question at a time, and books the show-round while the couple is still excited. It never promises a date, because dates go to the first confirmed booking and your team confirms them. The events agent is one of HiQBot’s industry-tuned AI agents. Hotels that host weddings alongside rooms and dining are covered on the hospitality page.
HiQBot is a conversational platform for customer service, with AI agents and live chat on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE.
Availability, fit and price all hang on the same three answers, so the agent asks for whichever is missing, one at a time. People planning an event usually enjoy talking about it, and a form full of fields ends that conversation quickly.
A wedding, a birthday, a company dinner, a launch, in the words the customer uses.
An exact date or a window, and whether it can move. Popular dates come up early so nobody is surprised later.
A rough guest count is enough to talk about rooms, menus and price.
Budget, total or per head, asked lightly. Which parts they want you to handle, and whether a venue is already booked.
Venues
A wedding venue chatbot earns its keep on a Saturday night, when your team is running someone else’s wedding and three new couples are asking about next September. HiQBot answers capacity, packages, what is included and whether outside suppliers are allowed, all from the material you have uploaded, and when it does not know, it says so and passes the question on.
Once a couple wants to visit, it offers the show-round or tasting times you set aside and books the one they pick, with the wedding date and guest count in the notes. Google Calendar shows it on your team’s calendar. If plans change, the couple can move or cancel the visit in the same chat and the calendar follows.
The date question gets an honest answer. The agent can say that September Saturdays go early, asks whether their date can move, and makes clear that a tour or a proposal does not hold it. Your team checks and confirms every date.
Planners
A wedding planner chatbot has three ways to close, and the client picks. Someone who wants to meet gets a planning consultation booked. Someone who wants a price in writing gets a proposal request with the event type, date or window, guest count, budget, the services they want and whether a venue is booked. Someone who wants to talk it through first gets a callback at a time that suits them.
The proposal request reaches your team written up, so the person pricing it does not have to scroll back through the chat. Starting prices and minimum spends your documents already cover get answered on the spot.
The same agent works for a single part of the day. You describe what your business does, and it asks only what changes the answer: a florist needs the style and the date, a caterer needs the numbers and the dietary needs, a photographer needs the date, the location and the hours.
Your team writes the price. The request holds no date.
Guests
What your team needs to plan and price is counts and needs: adults and children, how many guests need each dietary option, every allergy and how many guests have it, access needs, and guests who are travelling or need a room. The agent writes those into the request exactly as the customer gave them.
Guests’ names, phone numbers and emails stay out of the chat. When someone offers the list, the agent tells them your team will arrange it directly. Allergies are treated as a safety matter: the agent records them and never promises that a dish or a menu is safe, because only your caterer can confirm that. Final number deadlines and minimum guest numbers are answered from your documents, or left for your team to confirm.
People
Some questions deserve a person: a ceremony plan B, a family situation, a budget that needs a creative answer. The agent brings your team into the same thread, and whoever picks it up sees everything said so far.
Hand the chat to your teamEvery conversation lands as a lead in your HiQBot dashboard with the event type, the date and the guest count, marked cold, warm or hot depending on how it went. Tours, tastings and consultations appear in your Bookings list with who and when; proposal requests and callbacks sit in the same list, so venue enquiry management happens in one list. Connect HubSpot and the contact and deal go there too.
Couples find venues on Instagram and talk to planners on WhatsApp, and the same agent answers on every channel below, with the same packages and the same tour times behind it. Every conversation lands in one inbox.
Post your open day on Instagram, and anyone who comments OPEN DAY gets a reply under the comment and a private message with a link to book a show-round, then the agent carries on the conversation. See how comment-to-DM works on your open-day posts.
To fill a date that has come free or announce an open day, your team can send a WhatsApp broadcast using templates WhatsApp has approved. By default it reaches only people who have messaged your number before, anyone who replies STOP is left out of the next one, and replies land in the same inbox for the agent to answer.
Numbers move and plans change after the booking. A new guest count, a new dietary need or a problem with a supplier goes to your team with the event date and exactly what changed. Where support tickets are part of your setup, the agent opens one and gives the customer a number they can ask about later; otherwise it logs the request for your team. It never confirms that a change is accepted or what it will cost.
Event teams are busiest exactly when new enquiries arrive. The agent keeps answering while your people are on the floor, and anything that needs a person waits in the inbox for the morning.
The show-round above was booked at 9:14 PM on a Friday. Nobody on the events team was online.
Pick it when you set up your agent, so it starts with the questions an event business asks: the event, the date, the numbers.
Upload your packages, sample menus, minimum numbers, what is included and your terms. A price list can also come from a spreadsheet or a linked Google Sheet.
The days and hours you show people round or run tastings, how long each one takes and how many can happen at once.
Website chat, WhatsApp, Instagram, Messenger, Telegram and LINE, or only the ones your clients use, plus Google Calendar for every tour and tasting.
Choose the details it collects before handing over, and who on your team takes proposals, tours and callbacks.
Last updated
An event venue chatbot is AI that answers people planning a wedding, a party or a company event, in writing. HiQBot answers from your own packages, menus and policies, asks what the event is, when and for how many, then books a venue tour or a tasting, or passes a proposal request to your team.
It never promises a date. It tells them your team confirms every date, notes whether theirs can move, and books a tour or takes a proposal request so a person can check. It may warn that a date is popular, and it never says a date is held: a tour or a proposal request does not hold one.
Yes, at the times you set aside for them, with the event date, the guest count and any notes attached. The booking lands in your dashboard and on Google Calendar when it is connected. A couple can move or cancel it in the same chat, and the calendar updates to match.
It quotes what your documents say, such as a starting price, a minimum spend or what a package includes. When the price depends on the date, the numbers and the services, it takes a proposal request with the full brief, and your team writes the price.
It records counts and needs: how many vegetarians, how many guests with a nut allergy, children, access needs, guests who need a room. It never takes guests’ names or contact details in the chat, and it never promises that a dish is safe for an allergy. Your caterer confirms that.
Yes. The same agent answers on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE, and every conversation lands in one inbox. A couple who comments on an open-day post on Instagram can get a private message with a link to book a show-round.
No. HiQBot is for businesses that host or plan events for a client, such as venues, planners and caterers. It does not sell tickets, run registration or answer questions for a ticketing platform, and it takes no payments or deposits in the chat.
Yes. When they ask for someone, or the question needs one, a person on your team takes over the same chat and sees everything said so far. A couple who would rather talk can also ask for a callback with a time and a topic, and someone rings them.
Yes. You describe what your business does, and the agent asks only what changes the answer for you: a florist needs the style and the date, a caterer needs the numbers and the dietary needs, a venue needs the numbers and the date.
No. HiQBot works in chat only. It never makes or answers a call. When someone would rather talk, it takes a callback request and a person from your team phones them at the time they chose.
Upload your packages and menus, ask it what couples ask you, and see the tour land in your dashboard before you pay for anything.