I built the concierge on 2 B Luxe Events, an event planner, and the same approach works for wedding planners, venues and party planners. Here is what it should know, what it should ask, and what to avoid.
Why event planners suit a website chatbot
- People browse at night and at weekends, often on a phone, while you’re working an event.
- The same questions repeat: “Is my date free?”, “Do you do small weddings?”, “What’s in the package?”, “Do you travel?”.
- Enquiries need details before you can reply properly: date, guest count, location, budget, style. A chatbot can collect them conversationally instead of through a long form.
- Speed matters. Couples usually contact several planners. The one who responds first, even with “got it, here’s what happens next”, has an advantage.
The questions it should answer
Start with your inbox and DMs from the last few months. For most planners, the list looks like this:
- Availability: which dates and seasons are open, and how far ahead people usually book.
- Services and packages: full planning, partial planning, on-the-day coordination, design only.
- Pricing: how it works, even if every event is quoted. “Packages start from” or “quoted after a short call” is fine. Never let the bot invent numbers.
- Event types and sizes: weddings, corporate, birthdays, minimum and maximum guest numbers.
- Locations: where you work, whether you travel, destination events.
- Process: consultation, deposit, planning timeline, what happens on the day.
- Vendors and venues: whether you have preferred suppliers or work with the client’s.
Write each answer in two or three sentences, in your voice, ending with a next step: “Share your date and I’ll check it” or “Here’s the link to book a consultation”.
What it should collect
A useful event enquiry needs more than a name and email. Have the bot gather, naturally over the conversation:
- Event type and date (or month and year if flexible)
- Approximate guest count
- Location or venue, if they have one
- Budget range
- Name, email and phone
Then send it all to you with the transcript, so your first reply can be specific: “Thanks, Sara. The 12th of October is open, and for 80 guests at your venue our partial planning package fits well.” That reply wins more bookings than “Thanks for reaching out, how can we help?”.
Chat, voice or both?
For 2 B Luxe I added a voice option alongside chat, so visitors can talk to the concierge in the browser. It suits clients who find typing long details tedious, and it shows the same care you’d bring to their event. Voice is optional and adds cost if it uses a premium voice service, so start with chat and add voice if your clients ask for it.
AI answers or approved answers?
There are two ways to run it:
- Approved answers only: the bot matches questions to answers you wrote. No API cost, no risk of invented prices or promises. Right for most planners. I explain how it works in WordPress chatbot without an API.
- AI with your answers as the source: more natural conversation and better at unusual questions, with a monthly cost and a cap. The AI should be instructed to use only your information and hand anything unknown to you.
Either way, the golden rule for events: the bot never confirms a date or a price as booked. It collects details and says a person will confirm.
Where the leads go
Every enquiry should land in at least two places, because a single email notification is easy to miss on a busy weekend:
- Your email, with the full conversation.
- A leads list inside WordPress you can export.
- Optionally your CRM or planning software, through Zapier or Make, so the enquiry appears alongside your other clients.
Mistakes to avoid
- A bot that pops up immediately and covers the gallery people came to see. Let it sit quietly in the corner.
- Generic answers that could belong to any planner. Your style and specialities are the point.
- Asking for all the details at once. Collect them over a few messages, like a conversation.
- No human follow-up. The bot starts the relationship; your reply the next morning closes it.
If you’d like one on your site, see websites and AI concierges for event planners, or try the assistant in the corner of this page.