WhatsApp AI agent for wedding and event vendors: check the date, share the packages, book the consultation
A photographer shooting a Saturday wedding cannot answer the six couples who message that afternoon about their own dates. By Sunday night, three have booked someone else. An AI agent answers the packages question, checks your blocked dates, collects the event details and books a consultation, so Monday starts with qualified couples instead of apologies.
Quick answer
Give your vendor business a WhatsApp AI agent with your packages, price ranges and blocked dates as knowledge. It answers package and pricing questions, tells couples whether their date is open, collects date, venue, guest count and budget, and books a consultation into your real availability. Keep custom quotes, contracts and deposits with you. ReplyKit does this from $29 a month.
Enquiries arrive while you are working
Event enquiries cluster on weekends, exactly when vendors are at events. Couples enquire with several vendors at once and shortlist the ones who reply. The questions are consistent: are you free on our date, what are your packages, what do they cost, can we meet. The first is a lookup, the next two are in your brochure, the last is a calendar. All four are automatable, and the fifth thing, the actual sale, happens at the consultation.
What the agent handles
Automate
- Packages, what each includes, hours of coverage, deliverables, and price ranges you publish.
- Date availability from a blocked-dates list you keep in the knowledge.
- The enquiry details: event date, venue, guest count, budget range, style notes, saved to the lead's card.
- Consultation booking into real slots, in person or video, with a reminder.
- Portfolio links, testimonials, and how deposits and payment schedules work.
- Travel fees and coverage area.
- Replies in the couple's language.
Keep with a person
- Custom quotes and anything outside the published packages.
- Contracts, deposits, and changes to booked events.
- Vendor coordination for an event already booked.
- Complaints and refund requests.
Blocked dates are the one piece that needs discipline. Keep a short text note of booked dates in the knowledge and update it when you sign a contract; the agent then answers "we are already booked that day" correctly instead of raising hopes.
From enquiry to consultation in one conversation
Instruct the agent to ask, one at a time: the date, the venue or area, the guest count, and the budget range, then offer two consultation slots. Each answer is saved to the lead, the consultation is booked with a reminder, and the lead sits at Booked in your CRM with the details you need to prepare. After the meeting, mark it Won or Lost with a reason; over a season that tells you which package or price point loses couples.
Setup for a vendor
- 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; details in Meta's messaging limits explained
- Upload your brochure or package PDF and paste your website. Write price ranges as ranges if you do not publish fixed prices.
- Keep a blocked-dates note as plain text and update it after every signed contract.
- Add consultations as a service, 45 minutes, on the days you take meetings.
- Instruct the sequence and boundaries: date first, no custom quotes, contracts to you.
- Connect the number through Meta's sign-in and test with a date you have blocked. It should say so and offer alternatives or a waitlist.
Frequently asked questions
Can the agent tell couples whether my date is free?
Yes, from a blocked-dates note you keep in its knowledge. Update it after each booking and it answers correctly.
Will it quote?
It shares the packages and price ranges you publish. Custom quotes are handed to you with the event details already collected.
Can it book consultations?
Yes. Set consultations as a service with your meeting days and it offers real slots, books and reminds.
Does it work for a venue?
Yes. Venues use it for capacity, packages, date checks and site-visit bookings, with the event manager handling contracts.
How much does it cost?
From $29 a month for one number and 1,000 replies. A studio with several brands uses separate agents on the $49 Growth plan.
Start Monday with qualified couples
Upload your packages, add consultation slots, 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
- Lead Response Management Study (2007) · the five-minute window for contacting a new 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.