WhatsApp AI agent for event venues: capacity, packages, date availability and site visits answered before the couple or the company books elsewhere
Venue enquiries come with a date and a headcount and go to whoever confirms availability first. The events manager is running today's event. An AI agent answers capacity and packages, checks the date against your bookings, collects the event details, and books the site visit.
Quick answer
Put a WhatsApp AI agent on your venue's number with halls and capacities by layout, packages and price ranges per pax, catering and vendor rules, inclusions, a booked-dates note per hall, and site-visit hours as knowledge. It answers questions, checks the date, collects event type, date, pax, budget and catering needs, and books site visits. Custom quotes, contracts and deposits stay with the events team. ReplyKit does this from $29 a month.
What the agent handles
Automate
- Halls and rooms with capacities by layout: banquet, theatre, cocktail.
- Packages and price ranges per pax, minimum spend, what is included: tables, AV, staff.
- Catering options, outside catering and vendor rules, halal certification status.
- Date availability per hall from a booked-dates note, with alternatives offered.
- Event intake: type, date, pax, timing, budget range, catering, AV needs, onto the lead's card.
- Site visit booking into real slots, with a reminder.
- Parking, access, setup times and house rules.
Keep with a person
- Custom quotes and negotiation.
- Contracts, deposits and cancellations.
- Coordination for a booked event.
- Disputes and damage claims.
Date checks that never overpromise
Keep a booked-dates note per hall and update it the moment a deposit is paid. The agent checks the requested date, and when it is taken, offers the nearest free dates or the other hall. That honest answer in seconds is why the enquiry stays with you. The same discipline runs wedding vendors and caterers.
Setup for a venue
- Use a dedicated number. ReplyKit connects your number through Meta's official WhatsApp Business Platform: keep the number you already use in the WhatsApp Business app and the agent works alongside it, or add a dedicated number. Personal WhatsApp numbers cannot be connected. Keep your long-standing number out of it; see Meta's messaging limits explained
- Write halls, capacities, packages and rules as text; start the booked-dates note per hall.
- Add site visits as a service with the events team's availability.
- Instruct the intake and boundaries: no custom quotes, contracts to the team.
- Connect the number through Meta's sign-in and test with "wedding, 300 pax, 14 December, is the grand hall free?".
Frequently asked questions
Can the agent confirm a date?
It checks a booked-dates note per hall and offers alternatives when the date is taken. Confirmation and deposits stay with the team.
Does it quote per pax?
It shares packages and price ranges per pax you publish, marked as subject to a proposal.
Can it book site visits?
Yes, into the events team's real slots with a reminder.
Does it handle catering questions?
From your catering options, outside-catering rules and halal status as written.
How much does it cost?
From $29 a month for one number and 1,000 replies. Venue groups use the $49 or $99 plans with one agent per venue.
Confirm the date before the competitor does
Halls, packages, booked dates, site visits, connect your number through Meta's sign-in. 7-day free trial.
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? · how Meta's messaging limits and quality rating work
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.