Can chatbots help event management companies?

Oct 14, 2020

We take a look at how event management companies can take advantage of chatbots.

Event Management


Event management is a challenging business that not only requires good organizational and sales skills, but also a lot of patience. There are speakers, sponsors, performers, suppliers, and a large number of attendees that need to be taken care of through an endless series of emails and phone calls.

To manage it all companies need a lot of people, especially during the event itself and, unsurprisingly, are constantly on the lookout for ways to make things more efficient and reduce staff costs. Lately, a number of event management companies have started experimenting with chatbots, especially in the wake of the great success of chatbot Abby at SXSW in 2017.

The potential savings and efficiency gains that come from using chatbots are huge, but before jumping in we believe it is important to take the time to understand how and where they could be used.

Why chatbots?

The great strength of chatbots is their ability to make communication scalable. A single chatbot can easily handle hundreds of conversations, work 24/7, never get tired and remember everything that was said by each person it talks to. This, in a world where people are increasingly shifting their communications towards instant messages, is a great asset for any event management company.

For starters, chatbots can be used to make information easier to access. In most events, attendees have to chase down a staff member whenever they need something or have to attempt to find the information by using a mobile website. With chatbots, they can simply type the question on their preferred messaging app and get an answer, creating a simpler and more natural experience.

Beyond the event day

Information chatbots used on the day of the event are by far the most common type, but there is a lot more that can be done. In previous articles, for example, we discussed how chatbots can make sales easier and more efficient by automating follow-ups, qualifying leads, and taking advantage of the high open rates of messaging apps.

Smart companies can also take advantage of the chatbots’ ability to connect to management systems and send customized information requests and follow-ups to coordinate many other aspects of the event, from meal preferences to seat assignments and upsells.

The opportunities are endless and each company’s unique situation will determine what is possible and how things can be optimized. Getting started is easy, all you need to do is use the contact link below and let our team help you.