A WhatsApp AI agent for event promoters, festivals and ticketed events: answer line-up, ticket, venue, age and refund questions before the event, and handle event-day support without a call centre
An event's inbox follows a curve: quiet for weeks, then a wall of identical questions in the final days, then event-day chaos. Hiring for the peak is impossible and leaving it unanswered produces refund requests and bad reviews. One event note and an agent that reads it flattens the curve.
Quick answer
Give a WhatsApp AI agent one event note (dates, times, venue, gates, line-up or schedule, ticket tiers and prices, what each includes, age policy, bag and item policy, parking and transport, accessibility, refund and transfer rules, lost ticket process) and your ticketing link, and it answers the thousands of pre-event questions in seconds in any language, directs ticket purchases to the official link, and on the day answers gate and logistics questions while handing safety issues, refunds and lost-ticket cases to your team. ReplyKit runs this on one or several numbers for the event period.
The one event note
Everything the agent needs fits in a single document you update as details firm up:
EVENT: {name}, {dates}, {venue, address}. Gates open {time}, first act {time}, curfew {time}.
TICKETS: GA {price}, VIP {price} (includes {list}). Buy only at {official link}. Sold out: {tiers}. Transfers: {rule}. Refunds: {rule}.
AGE: {policy}, ID required.
BRING / DON'T BRING: {list}.
GETTING THERE: parking {details}, public transport {details}, drop-off point {details}.
ACCESSIBILITY: {details}.
LOST TICKET: {process}. LOST PROPERTY: {process}.
CONTACT ON THE DAY: {number}.
The agent quotes it. Update the sold-out line and timings as they change; the method matches peak-day handling. Keep ticket sales on your ticketing platform; the agent sends people there and never takes payment, which also keeps scammers from imitating you.
Event day
- Gate times, which entrance, re-entry policy.
- "My ticket won't scan": the agent gives your process (go to the box office with ID) and hands over if it is urgent.
- Lost property and meeting points.
- Schedule changes: update the note and the agent answers the new time.
- Safety, medical, security: one line directing to on-site staff and emergency numbers, and an immediate hand-over.
Volume on the day can exceed one number's 200-reply cap; pair two or three numbers in advance on the Growth plan and print the one for event-day help on the wristband or app. The planning is in the daily limits guide.
Before and after
The agent replies to people who message it; it does not send announcements, which keeps the number inside WhatsApp's policy and safe. Put the number on the event page and socials as "questions? WhatsApp us". After the event it answers refund-policy questions, lost-property queries and "when is the next one", and collects interested people into a list for a person to message when the next date is announced. Wording for the post-event messages is in thank-you templates.
What the team keeps
What stays with a person:
- Safety and security incidents, immediately.
- Refund decisions and disputed tickets.
- Press, artist and sponsor enquiries.
- Group and corporate ticket deals.
- Anything the note does not cover on the day.
Everything else the agent handles, and when it is unsure it says so and offers a human rather than guessing; see why the agent says it is not sure.
One honest note before the setup. ReplyKit connects to your number by QR pairing, the same linked-device mechanism as WhatsApp Web. It is live in minutes and needs no Meta approval, but Meta does not sanction automation this way, so a number can be restricted. We enforce limits of 30 replies an hour and 200 a day per number with a warm-up ramp for new numbers, reply to inbound messages only, and recommend a dedicated number rather than your main line. The full picture is in our ban guide.
Starter at $29 a month covers one number, one agent, one website assistant and 1,000 AI replies; Growth at $49 adds two more numbers, five agents and follow-up nudges; the 7-day free trial needs no card. Only the agent's own messages count; replies you receive and messages you send yourself are free. Pricing is in USD and the service works wherever WhatsApp does. What it costs in practice.
Frequently asked questions
Can the agent sell tickets?
No. It answers questions and sends people to your official ticketing link, which also protects against scams.
Can it handle thousands of messages the week before?
Each number answers up to 200 replies a day; pair several numbers in advance on the Growth plan. Questions are answered in seconds, in parallel.
What happens on event day?
It answers gate, schedule and logistics questions from the note, and hands over safety, security and lost-ticket cases immediately.
Does it answer in other languages?
Yes. It replies in whatever language the attendee writes.
Can it announce the next event?
No. It replies to people who message; it does not broadcast. It collects interested attendees for a person to message.
Answer the pre-event wall of questions
One event note, any language, several numbers for the peak. 7-day free trial, no card.
Sources and further reading
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- ReplyKit, Will WhatsApp ban my number for automation? · our own account of the risk and the limits we enforce
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.