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.
Inbound
AI Voice Booking Agent for Events
Sponsor meetings and limited places booked by phone, and registration and agenda calls answered, through the busiest weeks before your event.
In the weeks before an event, the phone does not stop. Sponsors want meeting slots, attendees ask about registration, and everyone wants the agenda. This agent answers your event line, books, moves and cancels the appointments you open up, explains registration from your published rules and answers agenda questions from your agenda. Refunds and exceptions still reach your team.
- Books sponsor and exhibitor meetings into your calendar or platform
- Answers registration and agenda questions from your published rules
- Handles the call spike before your event without extra staff
$6,900
20–30 working days
Optional maintenance $345/mo
What it is
AI Voice Booking Agent for Events answers your event phone line when calls spike before and during the event. It books, moves and cancels the appointments you open up, such as sponsor and exhibitor meetings, helps callers with registration using your published rules, and answers agenda questions from your agenda.
Why businesses buy it
Event teams hit their busiest phone weeks exactly when they have the least time. Calls go unanswered, sponsors cannot book meetings, and attendees email the same questions twice. This agent absorbs the run-up: it books the slots you release, explains your registration rules and reads out the current agenda, while refunds and exceptions reach a person. Between events the line stays quiet and cheap. The Scope Card sets the flows, platform connection and testing in writing before you buy, so you can plan around a known build.
Problems this solves
Call volume spikes in the final weeks before an event
The agent answers your event line however many people ring at once in the run-up. It handles booking and agenda questions, so organizers are not stuck on the phone during build week.
Sponsor and exhibitor meetings are arranged through long email chains
Callers book, move or cancel the meeting slots you open up, directly in the connected calendar. The events call flow template keeps each meeting tied to the right exhibitor or sponsor.
Registration questions repeat the same published rules all day
The agent helps callers with registration using only the rules you publish. Anything outside those rules, such as a special access request, is passed to your team by live transfer.
Agenda queries pull staff away from on-site preparation
Questions about sessions, times and rooms are answered from the agenda you provide. If the agenda changes, you update the source document and the agent follows it.
A good fit if
Calls pile up in the fortnight before your event, and most of them are the same registration and agenda questions.
Sponsors and exhibitors ring to book meeting slots with your team, and those slots live in a calendar or your event platform.
Your registration rules are written down: deadlines, ticket types, transfers and cancellations.
You run your event on a platform such as Eventbrite or Cvent, or a CRM, that can be connected by API.
Not the right fit if
Attendees mostly write in by chat and email rather than calling. See AI Customer Support Agent for Events.
You want reminder, confirmation or post-event feedback calls placed to attendees. See AI Outbound Calling Agent for Events.
Your team is busy writing sponsor packages and pricing, not booking meetings. See AI Proposal System for Events.
Your attendees call from several countries in different languages. Add the Additional Language Pack, for each further language.
How it works
- Every caller is sorted first. Attendees, sponsors and exhibitors follow separate flows from the Events template, so a sponsor never sits through a ticket script.
- Meetings are booked against real availability. The agent reads open slots on the calendar or platform you connected, books the sponsor or exhibitor meeting, and reads the time back.
- Registration help follows your rules. Questions about ticket types, deadlines, transfers and refunds are answered from the policy you approved. Where your platform allows changes by API and your rules permit it, the agent makes them; otherwise it passes the request to your team.
- Agenda questions get agenda answers. Session times, rooms and speakers come only from the published agenda you load, so a late change is a document update rather than a retraining job.
- Busy weeks stay contained. Requests outside the agreed flows, such as press enquiries or complaints, transfer to the number you set or become a logged message.
- Every call is recorded in writing. Transcript, summary and outcome are kept, so your team can see what attendees asked about most in the run-up.
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 organization's name, such as Twilio, Vonage or Exotel, with the number attendees will call.
- Access to your event platform, such as Eventbrite or Cvent, or your CRM, and the calendar sponsor meetings are booked into.
- Your registration policy: ticket types, deadlines, transfers, refunds and what callers may change themselves.
- The current agenda, with session times, rooms and speakers, and who sends updates when it changes.
- Meeting slot lengths for sponsors and exhibitors, and which team members take them.
- Transfer numbers for the event team, sponsorship lead and on-site contact.
- Your preferred voice and language, and your call-recording disclosure.
- Admin access and API keys for both connected systems, never sent by email, plus one approver.
- 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, caller types and registration rules agreed.
Weeks 1–2
Attendee, sponsor and exhibitor flows built from the Events template.
Week 3
Event platform or CRM and meeting calendar connected and tested.
Weeks 3–4
Fifty test calls with transcripts, agenda changes included.
Week 4
Your review and two rounds of changes.
Go-live
Line goes live, recorded handoff, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $6,900 |
| Express | 15–25 working days | $7,950 |
| Rush | 10–20 working days | $8,950 |
What you receive at handover
- The events voice booking agent, configured and live on your event phone number
- The events booking intent library and call flow templates, covering up to five call flows plus live transfer
- Connection to up to two agreed systems, for example your meeting calendar and CRM
- A test report built on event scenarios, including transcripts of 50 test calls
- An admin guide and a recorded 60-minute handoff session
- 30 days of support after launch
Expected benefits and how to measure them
- Your event line can stay answered through the busiest pre-event weeks.
- Meeting slots fill without staff matching diaries by hand.
- Organizers can spend more time on the event and less on repeat questions.
- Answered calls in peak weeks
- Compare answered-call counts from your phone system for the final weeks before this event and your previous one.
- Meetings booked by phone
- Count sponsor and exhibitor meetings created by the agent in the calendar, against those your team booked manually.
- Staff hours on the phone
- Ask the team to estimate weekly phone hours before launch, then track the same estimate during the next event.
Before you start: Record call volume and missed calls for the run-up to your last event. Note how many meetings your team arranged by hand.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is a one-time price. Call minutes are paid in your own accounts, about $0.13 to $0.31 a minute all in for the voice platform, AI model and telephony, plus number rental. Because event calls bunch into a few busy weeks, the bill follows your event calendar: high in the run-up, close to nothing between events.
AI usage during build and testing is billed to your accounts too.
Ask about running costsCustom requirements
A second event running in parallel with its own rules, a sixth call flow, or a third connected system are outside the Scope Card. Add a note at checkout for a written Change Quote.
Request a custom versionKeep it running
Monthly maintenance covers monitoring, fixes, updates and change hours to load the next event's agenda, new ticket types and fresh sponsor slots. It begins after the 30 days of support and can be cancelled between events.
$345/mo (5% of the build price a month, includes 3 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 | A temporary call team is billed per seat or per hour for the peak | A custom build is quoted after discovery | Ours is one fixed price, shown on this page before you buy |
| Peak weeks | Temporary staff need briefing again every event | Depends on what was agreed | Ours answers every call at once, from the same approved answers |
| Agenda changes | Staff work from whichever version they were sent | Depends on the brief | Ours answers from the agenda you loaded most recently |
| Delivery | A week or two to hire and brief | Usually several weeks | Ours has a fixed delivery time shown before you buy, with faster options |
Questions about this product
What can callers actually book through AI Voice Booking Agent for Events?
The appointments you open up, such as sponsor meetings, exhibitor calls or places on limited sessions, held in a calendar or your event platform. The agent reads open slots, books, moves or cancels inside your rules, and confirms the time aloud. Ticket purchases themselves stay on your registration page, where payment is taken.
Can it change an attendee's registration?
Sometimes. If your event platform allows changes through its API and your policy lets attendees make that change, such as transferring a ticket to a colleague, the agent can do it. Anything involving a refund, an exception or a payment goes to your team with the caller's details attached.
What happens when the agenda changes the week before?
You send the updated agenda and it replaces the old one, so callers hear the new session times from then on. With monthly maintenance, loading updates fits inside the monthly change hours. Without maintenance, an agenda update is quoted before the work is done.
Does the event booking line keep running between events?
Yes, the number stays live and answers as you set it, for example with next year's dates and a registration link. Call minutes only cost money when people call, so quiet months cost little. Maintenance can be cancelled between events and restarted for the next run-up.
How long before the event phone line is ready?
The delivery panel on this page shows the timeline for each speed. Count back from your busiest week: intake items, including your agenda, registration rules and calendar or platform access, are due within 72 hours of ordering, and late items push the date. Faster options are priced in the same panel if your event is close.
Can sponsors and attendees reach different people when needed?
Yes. Each caller type has its own transfer number, so a sponsor asking about their stand reaches your sponsorship lead, while an attendee with a complaint reaches the event team. If nobody answers, the agent takes a message and logs it with the transcript and caller details for the right person.
What does the event line cost per month in the run-up?
Call minutes in your own accounts, roughly $0.13 to $0.31 a minute all in, plus number rental. A busy pre-event month costs more than a quiet one, and that is the whole running cost: no seats and no per-booking fee from us. Monthly maintenance is optional.
Guides on this topic
All guides Let the phone handle the run-up while you build the event.
Order AI Voice Booking Agent for Events.
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