Date and space enquiries
Fast, detailed responses that win the hold.
Industries · Personal Services
Plan Every Event From a Clean Brief, Not a Scramble
Event work is coordination-heavy and unforgiving. The AI captures enquiries, collects BEO and AV details, and keeps vendors and timelines moving.
4.9/5 rating
1,200+ reviews
8+ years experience
500+ clients
An event, coordinated
- EnquiryDate, space, guest count and budget range captured
- ProposalPackage options sent; held dates tracked
- ConfirmBooking confirmed with deposit and contract step
- BriefBEO details, AV rider and timings collected
- VendorsVendor contacts confirmed and reminded
- Post-eventFeedback, reviews and rebooking prompted
How event services win bookings
Coordination is the product
Clients book the team they trust to run a calm, well-organised day.
Corporate and private briefs
Complex requirements that must be captured accurately.
Vendor-heavy events
Multiple parties to coordinate, each a chance for a gap.
BEOsAV ridersTimelinesVendor listsHoldsDepositsFloor plansRe-bookings
Event-services leaks
Where event businesses lose bookings and time
The details are where events go wrong — and where admin piles up.
Common leaks
- Enquiries answered slowly, so the date is held by someone else.
- BEO and AV-rider details collected in scattered emails.
- Vendor confirmations chased manually or missed.
- Timelines finalised late, causing day-of pressure.
- Holds not tracked, so dates are double-booked or lost.
- Past clients never re-engaged for annual events.
Illustrative: the missing AV rider
- Week 1Client books the space for a corporate gala
- Week 3AV requirements never formally captured
- Week 4Day-of: no microphone setup was planned
- Week 4Panic fixes at the venue
- ResultA preventable day-of problem
The exact AI system
Enquiry to post-event, connected
The coordination layer for complex events.
What the system handles
- Captures date, space, guest count and budget range.
- Sends package options and tracks tentative holds.
- Confirms bookings with deposits and pre-event steps.
- Collects BEO details, AV riders and timings via checklist.
- Confirms vendor contacts and sends reminders.
- Runs post-event feedback, review and rebooking follow-up.
Enquiry to event day
- t0Enquiry captured with date, space and headcount
- +minPackage options sent; date held
- ConfirmedDeposit taken; pre-event checklist sent
- BriefBEO, AV rider and timings collected
- VendorsContacts confirmed and reminded
- AfterFeedback, review and rebooking prompted
What the AI handles end-to-end
The coordination around every event
Structured detail collection, fewer day-of surprises.
Event intake
Date, space, headcount and budget captured.
Hold management
Tentative and confirmed dates tracked.
BEO collection
Banquet-event-order details gathered.
AV-rider intake
Technical requirements captured accurately.
Timeline confirmation
Run-of-show details collected and confirmed.
Vendor coordination
Key contacts collected and reminded.
Pre-event reminders
Payments, plans and logistics reminded.
Post-event follow-up
Feedback and reviews requested.
Rebooking
Annual and repeat events offered to past clients.
Reporting
Events by source, space and value.
Sample follow-up sequence
A tentative hold, confirmed
A cadence that turns a hold into a booked event.
Tentative hold — Day 0 to Day 10
- Day 0Hold confirmed with the package options and next steps.
- Day 2‘Any questions on the space or the setup?’
- Day 4A short walkthrough of what is included, information only.
- Day 7Note the hold expiry, information only.
- Day 10Final check-in; hold released if no response.
Hold expiry dates come from your real availability — the agent never invents one.
Human in control
What stays human
The agent coordinates; your team runs the event.
- Contracts, pricing and venue decisions.
- Safety, capacity and licensing judgements.
- Creative and culinary direction.
- Final approval of every message.
- Any client who asks for a person.
Coordination, accurately captured
The agent collects the details your team needs and never invents a capability, capacity or price. Anything outside your approved scope is flagged.
No fabricated availability. Your team owns the event.
Event visibility
Enquiries, holds and booked events
See the pipeline and the details that need attention.
Enquiry dashboard
Events by date, space, stage and source.
Detail tracker
Which briefs and vendor confirmations are outstanding.
Source reporting
Which channel and referrer produce events.
The questions a coordinator asks
- Which enquiries are still on hold and need a decision?
- Which events have missing BEO or AV details?
- Which vendors have not confirmed yet?
Attribution on the event
- SourceReferral / enquiry form / venue host
- EnquiryCorporate gala — 180 guests, AV required
- Agent actionHeld, confirmed, brief collected, vendors coordinated
- OutcomeEvent delivered → review and rebooking follow-up
- ReportingEvents and revenue by source and space
FAQ
Questions, answered
Can it collect BEO and AV-rider details?
Yes. After an enquiry, the agent gathers the banquet-event-order details, AV requirements, timings and vendor contacts through a structured checklist, so nothing is guessed on the day.
How does vendor coordination work?
The agent keeps the vendor list, confirms key details and sends reminders to the right contacts — without you playing telephone between five people.
Will it handle multiple enquiries for the same date?
Yes. It manages enquiries by date and space, so you know what is tentatively held and what is confirmed.
Does it work with our event tools?
We build around common tools and general CRMs and are honest where a native connection is unavailable.
Can it help reduce day-of surprises?
That is the goal — structured detail collection and reminders catch the missing AV rider or the unconfirmed vendor before the event, not during it.
Is it suitable for a small events team?
Yes. Small teams feel coordination load most, and the system carries the chasing.
Get your plan
Put this to work on your pipeline
Tell us how leads come in today. On the call we map the fastest fix — usually response time or follow-through.
- A free 30-minute AI strategy call — no obligation.
- A scoped blueprint: your biggest leak and the first automation to fix it.
- Honest fit check — if automation is not your fastest win, we say so.
The fastest way in: answer six short questions and we will map your lead journey, find the biggest leak and show the fastest automation win — before we ever get on a call.
Free strategy call · No commitment · We reply by email
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Ready to run events from a clean brief?
Book a free AI strategy call and we will map your enquiries, BEO collection and vendor coordination against this system.