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Chatbots

Benefits of Using a Chatbot in the Event Industry

Sylwia Kocur

8 min read

Apr 18, 2025

Every event team faces the challenges of a high and unpredictable volume of attendee inquiries. Offering real-time assistance with an event chatbot can be one way to solve this problem.

At Webley Stadium, a chatbot manages support inquiries of record-breaking events attended by nearly 700,000 fans, providing high-quality, consistent interactions. An AI chatbot relieves the support team by handling over 8,000 monthly tickets with instant and detailed help, providing up-to-date information on the spot. It takes over the majority of the traffic, and visitors can get all the information instantly from the built-in knowledge base.

Dive into more of the benefits an event chatbot can bring to a successful event and see how easy it is to configure.

What is an event chatbot?

An event chatbot is an AI-powered conversational tool designed to enhance event planning with attendee engagement, streamline communication, and automate processes during events. It is a virtual event organizer's assistant that instantly answers queries about schedules, locations, ticketing, and event details. It streamlines event planning and decision-making, is cost-effective, and is always available for potential attendees.

It also assists networking opportunities by connecting attendees based on interests or session preferences. Event chatbots gather valuable feedback through surveys and polls, helping event organizers improve future events.

An event bot can be easily integrated with registration systems, simplifying ticket booking, payment processing, and sending reminders based on personalized schedules.

Why is it good to have a chatbot while planning an event?

A well-designed event chatbot offers a scalable, efficient, and engaging way to enhance the overall event experience with a personalized conversation, making event management a breeze. It offers significant benefits throughout the event planning, promotion, and execution phases.

✔️ Streamlines communication and coordination

• Quick response handling
• Centralized information hub
• Vendor & speaker coordination

An event chatbot simplifies event management communication by providing a centralized, always-available channel where attendees can instantly access event details, schedules, and speaker information. The AI chatbot can automatically update logistics, deadlines, or sponsorship benefits for event planners, vendors, and sponsors, significantly saving event managers time.

The AI-powered automation is a powerful coordination event management tool that handles repetitive inquiries, ensures consistency in answering questions, and even tracks interactions to monitor engagement or detect common pain points. During virtual or hybrid events, an event chatbot can act as a guide, keeping attendees updated and navigating platforms, joining sessions, or troubleshooting technical issues.

✔️ Enhances marketing and promotion

• Personalized marketing campaigns
• Pre-event engagement
• Lead generation

An event chatbot can streamline event management marketing processes by providing personalized, engaging, and efficient interactions with potential attendees throughout the promotional cycle. From pre-event buzz-building to post-event follow-ups, a chatbot can drive awareness and boost the registration process by serving as a 24/7 marketing assistant.

Before the event, bots can be integrated into marketing channels to promote special offers or early-bird discounts. Chatbots allow two-way, dynamic interactions to better capture user interest and preferences.

✔️ Simplifies registration and ticketing

• Automated booking
• Dynamic pricing & promotions

Unlike traditional registration forms, event bots create a conversational, guided experience that feels more engaging and personalized. Attendees can easily register for the event by providing their details step-by-step, making the event registration feel more interactive and less overwhelming.

Chatbots also simplify handling various ticket types, including VIP passes, group tickets, early-bird specials, or free registration for specific categories of attendees.

Additionally, chatbots can automate confirmation messages and send digital tickets or QR codes directly to the attendees’ devices. By providing 24/7 support, AI chatbots automate tasks and allow event planners to focus on more complex issues, enhancing efficiency and attendee satisfaction.

✔️ Provides real-time assistance during the event

• Navigation help
• Live Q&A handling
• Technical support

During the event, an event bot acts as a 24/7 virtual assistant. It can provide quick directions, recommend sessions based on interests, or even assist with finding amenities like food stalls, restrooms, or parking areas, saving time and improving event staff jobs.

For virtual or hybrid events, the chatbot can provide quick answers and assist attendees through login processes, troubleshoot technical issues, or navigate different event modules like webinars, breakout rooms, or networking lounges.

Real-time assistance also includes live Q&A management, where the AI chatbot collects, filters, and organizes questions from the audience during panel discussions or speaker sessions.

✔️ Improves attendee engagement and experience

• Personalized recommendations
• Gamification

One of an event chatbot's most valuable contributions is improving attendee engagement and experience. It offers reliable support that helps create a more interactive, personalized, and satisfying event journey from start to finish. The event bot's instant responses can suggest relevant sessions, making the experience feel curated and welcoming.

Chatbots can drive engagement throughout the event through interactive features like polls, quizzes, live Q&A sessions, and gamification elements gathering real-time data. Sending alerts about upcoming sessions, keynotes, or special announcements keeps attendees on track and ensures they don’t miss important moments.

Additionally, chatbots can collect real-time feedback during and after sessions, enabling event management to gauge satisfaction levels and address concerns on the spot.

✔️ Facilitates feedback collection and analytics

• Surveys & polls
• Data-driven insights

A chatbot plays a critical role in facilitating feedback collection. Unlike traditional feedback mechanisms, event bots make the process more engaging, immediate, and user-friendly, increasing response rates and the quality of insights gathered.

AI chatbots can also gather qualitative feedback through natural conversations. By encouraging and collecting open-ended responses, event management can gain deeper insights into attendees' sentiments, pain points, and standout moments.

Additionally, chatbots can automatically categorize all the data and analyze these responses, making it easier to identify trends and areas needing attention. They can also personalize follow-up communications based on the feedback collected.

✔️ Cost and time efficiency

• Reduced Staffing Needs
• Scalable Support

From the planning phase through post-event activities, chatbots can handle a high volume of inquiries simultaneously without needing a large customer support team, making them one of the best cost-effective decisions in event management. Instead of hiring multiple staff members to answer attendee questions about schedules, ticketing, or speaker information, a chatbot provides instant, accurate responses anytime, freeing human resources for more complex tasks.

Event bots drastically reduce the time organizers would otherwise spend managing these event planning functions manually. This makes chatbots particularly valuable for large-scale events where interactions overwhelm human staff.

AI chatbots also minimize errors that can occur through manual processes, such as incorrect ticketing, lost registrations, or inconsistent communication.

✔️ Improved accessibility and inclusivity

• Multilingual support
• Accessibility features

One of the most valuable aspects of an event chatbot is its ability to offer multilingual support. Chatbots can provide instant translations and support communication in multiple languages for international events or those with wider audiences, ensuring everyone feels welcomed and understood.

AI chatbots can be designed to support assistive technologies for attendees with visual, auditory, or motor impairments. Popular platforms offer features like text-to-speech capabilities, voice-activated interactions, or keyboard-only navigation that can make the chatbot accessible to users with disabilities.

Chatbots provide a consistent and unbiased communication channel that is available 24/7. They provide instant responses, detailed information, and a user-friendly interface. This accessibility ensures attendees across different time zones, or those with unconventional schedules can receive help whenever needed.

✔️Crisis management and issue resolution

• Instant notifications
• Real-time support

One of the most powerful features of an event bot is its ability to instantly broadcast urgent notifications and alerts to all attendees. Whether it's an event registration issue, a weather-related delay, a speaker cancellation, or a security concern, the AI chatbot can disseminate important updates in real-time across multiple channels (social media posts, event apps, and event websites) without delay. This ensures everyone is immediately aware of the situation and can respond appropriately.

Post-crisis, the chatbot can collect attendee feedback on how the situation was handled. This helps event management refine emergency protocols and improve response strategies for future events.

Create an event chatbot for your next event with ChatBot

With its user-friendly, drag-and-drop interface, ChatBot is one of the best AI solutions for providing ongoing support to answer attendee queries. This virtual assistant platform is dedicated to automated customer support and smooth communication and can bring the work of the event team and the event managers to the next level.

Build an event bot

Scan your website and knowledge base, and let ChatBot AI Assist answer the most common user questions. If event management aspects change, add new information to the built-in knowledge base.

Define the main objective and the AI chatbot's purpose

Identify what you want the chatbot to achieve (e.g., registration process, feedback collection) and what knowledge the event bot should have to provide good attendee support.

Know your audience

Tailor the chatbot's interaction style to suit your audience. Adjust the default welcome message to start the chat on the right foot. It sets the right tone for a good event experience.

Adjust conversational flow

Change the created bot flow to match your main objective. Add blocks and actions to ensure all event details are covered, and the attendee experience will be positive before, during, and after the event.

Incorporate a feedback mechanism

Use the personalized conversations to gather as much attendee information as possible. This will make event management easier in the future, and registration numbers will be sky-high!

Integrate

An event chatbot ensures that marketing campaigns and attendee engagement can be performed on various channels. ChatBot is easily integrated with Facebook Messenger and can be used in Facebook Ads and social media posts.

Introduce to your audience

Use your website, Facebook Messenger, and other integrations to bring the event chatbot to your audience. Customize the Chat Widget to really elevate your virtual assistant and bring the attendee experience home.

Final thoughts

Event chatbots can enhance the experience for you, your team, and your attendees. The best part is that by implementing them, you can enjoy these benefits while reducing costs and redirecting those savings toward making your event even more spectacular.