Customer Support and Voice AI
AI receptionist for small business: calls, bookings and handoffs
What an AI receptionist does on a real call, the rules that apply, a sample greeting and a pass/fail checklist to launch one safely.
Outbound
AI Outbound Calling Agent for Events
Registrants confirmed before the day, sponsor enquiries called back, and attendees surveyed afterwards, without adding phone staff for the peak.
Registrations look healthy, but you will not know who is really coming until the doors open. Sponsor enquiries wait in an inbox, and feedback depends on a survey few people answer. This agent phones registrants to confirm attendance and answer agenda questions, calls back sponsor and exhibitor leads, and runs short post-event surveys, all logged in your CRM.
- Confirms attendance so you plan numbers with real answers
- Calls back sponsor and exhibitor enquiries while interest is fresh
- Collects post-event feedback in conversation, logged in your CRM
$8,400
20–30 working days
Optional maintenance $420/mo
What it is
AI Outbound Calling Agent for Events phones registrants before the event to confirm attendance and answer agenda questions, calls back sponsor and exhibitor enquiries for your sales team, and runs post-event follow-up surveys. It reads registrations from Eventbrite or Cvent and logs every outcome in your CRM.
Why businesses buy it
Event teams hit the busiest phone weeks while juggling logistics, so calls slip. Unconfirmed registrants turn catering and seating into guesswork, sponsor leads go cold, and emailed surveys come back half-empty. This agent works through your registrant and enquiry lists on schedule, answers from your approved event pack and hands pricing and negotiations to your team. Between events it costs close to nothing to keep. The Scope Card fixes the flows, systems and calling rules in writing before you order, so you can plan the run-up with confidence.
Problems this solves
No-shows leave empty seats and wasted catering at events
The agent phones registrants before the event to confirm attendance. It reads registrations from Eventbrite or Cvent and logs who is coming in your CRM.
Registrants call with agenda questions your team has no time for
During confirmation calls the agent answers agenda questions from your published program. Anything it cannot answer is passed to your team by live transfer. Your team only hears the questions that genuinely need them.
Sponsor and exhibitor enquiries sit unanswered in the inbox
The agent calls these enquiries back and captures what the company is interested in. Your sales team receives a logged outcome in the CRM, ready to continue.
Post-event feedback arrives too late or not at all
A short survey call goes out after the event using the Events workflow template. Answers are recorded against each attendee for your planning team. You get feedback while the day is still fresh in people's minds.
A good fit if
The fortnight before an event brings a wave of the same questions about timings, venue and sessions, and your team is busy with logistics.
Registrations are high but you have no idea how many people will actually turn up until the doors open.
Sponsor and exhibitor enquiries arrive through forms and email and wait days for anyone to call them.
Post-event feedback depends on an emailed survey, and you want a few answers collected in conversation instead.
Not the right fit if
You want sponsors and exhibitors engaged and qualified across chat and email, with deals handed to reps. See AI Sales Agent for Events.
Attendees mostly ring in to book or change sessions or appointments. See AI Voice Booking Agent for Events.
Follow-up after the event should run by email and chat with context from earlier conversations. See AI Follow-Up Engine for Events.
An international audience needs the same calls in another language. Add the Additional Language Pack, for a second language.
Sponsors need proposals drafted after the call. See AI Proposal System for Events, which drafts them from your packages and notes.
How it works
- Registrations are read from Eventbrite or Cvent, and you choose who is called: every registrant, certain ticket types, or people whose details are incomplete.
- Pre-event calls confirm attendance and answer agenda, venue and timing questions from the event pack you approve; a cancellation is logged against the registration.
- Sponsor and exhibitor enquiries get a call back that gathers what they want, such as package interest and budget range, then a transfer or a meeting request to your sponsorship lead.
- During peak week the calls keep to your calling windows and retry limits, so demand never means calling at the wrong hour.
- After the event, follow-up calls thank attendees, ask your short survey and note interest in the next one.
- Transcripts, summaries and outcomes land in your CRM, marked as attendee, sponsor or exhibitor.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- A telephony account in your company's name, for example Twilio, Vonage or Exotel, with the number to call from.
- Access to Eventbrite or Cvent and to the CRM where attendee, sponsor and exhibitor records live.
- The agenda, venue information, sponsor and exhibitor packages, and any attendee FAQ.
- Who should be called before the event and when, plus the post-event survey questions.
- Calling windows, retry limits, opt-out handling and the recording disclosure wording.
- The sponsorship lead's transfer number and one decision-maker for approvals.
- Documented prior consent for every number we call, with your lists scrubbed against applicable do-not-call lists before each campaign. We do not give legal advice, so confirm your calling obligations with your own counsel.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; call lists, event pack and sponsor questions agreed.
Weeks 1–2
Confirmation, agenda, sponsor call-back and survey flows built.
Week 3
Eventbrite or Cvent and the CRM connected, with test registrations.
Weeks 3–4
50 test calls across attendee, sponsor and exhibitor scenarios.
Week 4
Review with you, then two rounds of changes.
Go-live
Ready for your next event; handoff recorded and support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $8,400 |
| Express | 15–25 working days | $9,450 |
| Rush | 10–20 working days | $10,500 |
What you receive at handover
- The Events outbound calling agent, configured and live on one phone number
- The Events intent library and workflow templates, set up as up to five call flows plus live transfer
- Connection to up to two agreed systems, such as Eventbrite or Cvent and your CRM
- A test report on event scenarios, including transcripts of 50 test calls
- An admin guide, recorded 60-minute handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Organizers can get a clearer headcount before the day.
- Sponsor and exhibitor enquiries can reach sales sooner.
- Feedback can come in while the event is still fresh.
- Attendance rate
- Compare checked-in attendees with registrations for this event and your previous comparable one.
- Sponsor enquiry response time
- Use CRM timestamps to compare time from enquiry to first call across both events.
- Survey completion
- Count completed post-event surveys per attendee, against your last event's email survey.
Before you start: Record registrations, check-ins and survey responses from your last event. Note how long sponsor enquiries waited for a reply.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
You pay once for the build. Calling costs land in your own voice, AI and telephony accounts at roughly $0.13 to $0.31 per connected minute all in, plus number rental, and they cluster around each event rather than spreading evenly through the year.
Eventbrite, Cvent and CRM fees, and AI usage during build and testing, are billed to you directly.
Ask about running costsCustom requirements
Running several events at once with separate lists and scripts, or adding a third system such as a badge or venue tool, sits beyond the Scope Card. Add a note at checkout for a written Change Quote.
Request a custom versionKeep it running
Optional monthly maintenance covers monitoring, fixes and monthly change hours, enough to load a new agenda and sponsor pack before each event. It starts after the 30 days of support.
$420/mo (5% of the build price a month, includes 4 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | An event calling tool bills per seat during the campaign | A telemarketing team quotes per campaign | Ours is one fixed price, shown on this page before you buy |
| Show-up visibility | You see registrations, not intentions | A summary arrives after the campaign | Ours logs each confirmation or cancellation against the registration |
| Sponsor enquiries | Wait in a shared inbox | Called from a generic script | Ours calls back with your packages and hands over to your lead |
| Delivery | Quick to sign up, slow to script | Usually several weeks of briefing | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
Does the Events calling agent work with Eventbrite and Cvent?
Yes, either can be one of the two connected systems. The agent reads registrations and ticket types to build call lists, and logs confirmations or cancellations against each registration. Your CRM is normally the second system, holding sponsor and exhibitor records and the transcripts from every call.
What can it tell attendees about the agenda and venue?
Whatever is in the event pack you approve, such as session times, speakers, venue directions, parking or accessibility notes. If an attendee asks something the pack does not cover, the agent says it cannot confirm that and logs the question for your team, rather than guessing at a detail that might change.
How are sponsor and exhibitor enquiries handled on the phone?
The agent calls back each enquiry, describes your packages from the material you supply, and asks the questions your sponsorship lead needs, such as which package interests them and their budget range. Interested contacts are transferred live or given a meeting request. Pricing negotiations always stay with your team.
Can the Events agent cope with a burst of calls in the week before an event?
Yes, within your telephony account's capacity and the calling windows you set. Calls work through the list in the order you choose, such as VIP tickets first, and retries follow your limits. Expect your call-minute costs to cluster around each event, since that is when most calls happen.
What does post-event follow-up by phone involve?
A short call to attendees you select, thanking them, asking your fixed survey questions and noting whether they want to hear about the next event. Spoken answers are logged with transcripts in your CRM. Questions are set in your script, so responses stay comparable across events.
How much does running the Events outbound agent cost?
Roughly $0.13 to $0.31 per connected call minute all in, plus number rental, paid directly to your own providers. Between events the cost is close to just number rental, because calls cluster around each event. Monthly maintenance is optional and covers refreshing scripts and event packs. The one-time build price is in the panel on this page.
How far ahead of an event should we order the Events calling agent?
Work back from the date your first confirmation calls need to start. The delivery panel on this page shows the timeline for each speed, and the faster options if your event is close. Intake is due within 72 hours of ordering, and delays push the date, so have your Eventbrite or Cvent access and event pack ready before you buy.
Guides on this topic
All guides Know who is coming before the doors open.
Order AI Outbound Calling Agent for Events and registrants, sponsors and exhibitors get the right call before and after every event, live on a fixed delivery date.
Works well with
Call Intelligence
AI Call Summarization
Summarizes calls into notes, outcomes and next steps in your CRM.
