A WhatsApp AI agent for children's party entertainers, inflatable hire and party service providers: answer packages, prices, availability, space and safety requirements, and collect the booking with date, venue and headcount
Party enquiries arrive on Sunday evenings after a party the parent just attended: what do you charge, are you free on the 21st, how much space does the castle need, is it okay for three-year-olds. The entertainer is mid-show on Saturday and asleep on Sunday night. An agent answers, and the parent books before the next entertainer's number is dialled.
Quick answer
Give a WhatsApp AI agent your packages and prices by duration and group size, a booked-dates note, requirements (space, flat ground, power, indoor or outdoor), age suitability, travel area and fees, deposit, weather and cancellation policies, and insurance and safety certificates, and it answers in seconds, checks the date, quotes the package and travel, collects the booking details (date, time, venue address, headcount, ages, the child's name), quotes the deposit and hands over for confirmation. ReplyKit runs this from $29 a month.
What to put in the knowledge base
- Packages. Duration, what is included, price, add-ons (party bags, extra character, second castle).
- Availability. A booked-dates note updated when deposits land; weekends go fast.
- Requirements. Castle dimensions and space needed, surface, power socket distance, ceiling height indoors, access width, supervision rules.
- Ages. Suitable range per package and castle.
- Travel. Area covered, free radius, fee beyond it.
- Policies. Deposit, balance, cancellation, weather (wind limits for inflatables), what happens if it rains.
- Trust. Public liability insurance, safety testing certificates, background checks where applicable; parents ask.
The booking
- Date and time, and the agent checks the booked-dates note.
- Venue type and address, with the requirements check ("Is there a flat area at least 5 by 5 metres and a power socket within 20 metres?").
- Headcount and ages, the birthday child's name and theme.
- Package and add-ons, price with travel.
- Deposit instructions and hold time; the booking lands in your list for confirmation. Deposit handling is in bookings with deposits.
- A reminder the week before to confirm access and timing, and the day before with arrival time.
Weather and the day
Inflatables have wind limits and outdoor shows have rain plans. Put the policy in exact words (who decides, when, the alternative) and the agent quotes it when parents ask, which they do every time. On the day, the agent answers "what time are you arriving" from the confirmation and hands over anything else; you are driving. Reminder wording is in the reminder templates.
What the entertainer keeps
What stays with a person:
- Confirming bookings and verifying deposits.
- Custom packages and multi-service events.
- Weather calls on the day.
- Safety questions about a specific venue or child.
- Complaints and refunds.
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. Pricing is in USD and the service works wherever WhatsApp does. What it costs in practice.
Frequently asked questions
Can the agent check if I am free on a date?
From a booked-dates note you update when deposits land. It says free or taken and never confirms on its own.
Does it collect the booking details?
Yes: date, time, venue, headcount, ages, package, add-ons and the child's name, then quotes the deposit.
Can it check space and power requirements?
Yes. It asks your requirement questions and flags venues that do not fit.
What about weather?
It quotes your weather policy exactly. The call on the day is yours.
Does it work for a team of entertainers?
Yes. One agent per performer or service on the Growth plan, each with its own booked-dates note.
Sunday-night enquiries booked for Saturday
Packages, availability, requirements and deposits handled. 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.