Event organizers and agencies
For event organizers: enquiries, proposals and reminders
Automate enquiry handling, proposal sending, client reminders and post-event follow-up: more time for creative event planning.
From €450Up and running in 1–2 weeksIn your own accounts
Retail and hospitality
4 workflows
- Enquiry handling
- Proposal sending
- Client reminders
- Post-event follow-up
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Every event enquiry takes 5–10 manual steps
DoneEnquiry handling
A new event enquiry lands in the CRM automatically and gets a confirmation email within minutes.
- Manual work
Sending and following up on proposals is disorganized
DoneProposal sending
Standard proposals are generated and sent automatically from the given parameters.
- Manual work
Reminders about the upcoming event are sent by hand
DoneClient reminders
Automatic reminders to the client 7 days, 1 day and 3 hours before the event.
- Manual work
Post-event feedback is collected inconsistently or not at all
DonePost-event follow-up
An automatic thank-you email and review request right after the event ends.
In practice
Example: handling a new event inquiry
An event agency gets inquiries through its website, Facebook and straight to email. Each one is free-form: some include the date and guest count, others just say “we need a company party.”
- 1
Inquiries from the website form and the shared Gmail address are collected in one place. Facebook messages can be added if the page is managed through Meta Business Suite.
- 2
AI reads each inquiry and pulls out the key details: event type, date, guest count, city and budget if mentioned. It flags what’s missing.
- 3
A new deal with these fields is created in Pipedrive or HubSpot, and the event manager is notified. If the same person wrote before, they aren’t added twice.
- 4
AI drafts a reply: a thank-you, follow-up questions about the missing details and, if the date is taken, an offer to discuss another. The manager edits and sends it.
- 5
If the client doesn’t reply within a few days, the CRM reminds the manager to call, or one short follow-up email goes out.
Result: No inquiry gets lost between channels, and the manager starts each conversation already knowing the basics. Inquiries are handled up to 2× faster.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Can AI put together a full event proposal with pricing?
For standard packages with clear prices, AI can assemble a draft proposal from your price list. For custom events, pricing depends on what vendors come back with, so AI helps only with structure and wording, and the manager adds the numbers.
Can vendor availability, like venues or caterers, be connected?
Only if the vendor has a shared calendar or a system with an API, and small vendors usually don’t. It’s more practical to keep an internal sheet where the manager marks confirmed vendors and send pre-event reminders from there.
How should we handle attendee lists and their data?
If you register attendees on a client’s behalf, you’re usually acting as a data processor, so you need an agreement with the client. Lists stay in your accounts, and after the event the setup can remind you to delete them by the agreed date.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
Next
Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt