BNI Events
Event Registration Agent
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Voice AI for Events: Automate RSVPs & Maximize Attendance
Event organizers waste 100+ hours on manual RSVP calls. For a 200-person networking event, teams spend weeks calling invitees, leaving voicemails, and sending reminders. 40% don't respond, 30% confirm but don't show up, and last-minute dropouts ruin catering and seating plans.
Voice AI transforms event management. Intelligent agents call all invitees in hours (not weeks), confirm attendance, send venue details via WhatsApp, send automated reminders, and track RSVPs in real-time—achieving 90% attendance rates while saving 100+ hours of manual work.
Detailed Use Cases & Automation Workflows
1. Automated RSVP Confirmation Calls
Challenge:
BNI chapter has 200 invitees for monthly networking breakfast. Manual calling takes 3-4 days, many don't answer, and organizers don't know final headcount until the last minute.
Voice AI Solution:
Personalized Outreach: "Hello Mr. Sharma, this is a reminder about the BNI Bangalore Chapter networking breakfast on Saturday, 15th February at 7:30 AM. The event will be held at The Leela Palace, Old Airport Road. Can you confirm your attendance?"
Response Handling:
• "Yes" → "Great! I'm sending you the venue location, parking details, and agenda via
WhatsApp. See you there!"
• "No" → "No problem! We'll miss you. Would you like to attend the next event on 15th
March?"
• "Maybe" → "I understand. I'll call you again 2 days before the event to confirm."
Instant WhatsApp
Follow-Up: Confirmed attendees receive:
• Google Maps location link
• Parking instructions
• Event agenda PDF
• Dress code reminder
200
Calls in 2 Hours
85%
RSVP Rate
100hrs
Time Saved
2. Automated Event Reminders & Attendance Tracking
Problem:
30% of confirmed attendees forget about the event or get busy. Last-minute no-shows waste catering costs and leave empty seats.
Voice AI Solution:
Day Before Reminder: "Hi Mr. Sharma, this is a reminder about tomorrow's BNI networking breakfast at 7:30 AM at The Leela Palace. Are you still planning to attend?"
Morning of Event: "Good morning! Just a quick reminder—BNI breakfast starts in 2 hours at The Leela Palace. Looking forward to seeing you!"
Real-Time Dashboard:
Organizers see:
• Total invites: 200
• Confirmed: 150
• Declined: 30
• No response: 20
• Expected attendance: 135 (90% of confirmed)
- ✅ 90% attendance rate (vs. 60% manual)
- ✅ Accurate headcount for catering
- ✅ Zero last-minute surprises
3. Post-Event Follow-Up & Feedback Collection
Voice AI Workflow:
Thank You Call (Next Day): "Hi Mr. Sharma, thank you for attending yesterday's BNI breakfast! We hope you found it valuable. Quick question—on a scale of 1-10, how would you rate the event?"
Feedback Collection:
• Rating: 1-10 scale
• What did you like most?
• Any suggestions for improvement?
• Would you attend the next event?
Next Event Invitation: "Our next networking breakfast is on 15th March. Would you like me to add you to the invite list?"
80%
Feedback Response
4.7/5
Avg Event Rating
70%
Repeat Attendance
Technical Capabilities & Event Integrations
📅 Calendar Integration
Sync with Google Calendar, Outlook, and event management platforms. Automatic event reminders and updates.
💬 WhatsApp Automation
Venue maps, parking details, agenda PDFs, and networking tips sent via WhatsApp after RSVP confirmation.
📊 Real-Time Dashboard
Live RSVP tracking, attendance predictions, and demographic breakdowns. Export to Excel for catering and seating.
🔔 Multi-Channel Reminders
Voice calls, SMS, email, and WhatsApp reminders at optimal times (1 week, 1 day, morning of event).
📝 Feedback Analytics
Automated post-event surveys with sentiment analysis. Identify improvement areas and track satisfaction trends.
🗣️ Personalization Engine
Customized messages based on attendee history, preferences, and engagement level.
Overall Impact: Event Management Automation
90%
Attendance Rate
100hrs
Time Saved
85%
RSVP Rate
Zero
Manual Follow-ups
4.7/5
Event Satisfaction
70%
Repeat Attendance