WhatsApp message templates for event planners, wedding vendors and venues: 18 messages from first enquiry to the thank-you after the event
An event vendor's chats run for months: the enquiry in January, the proposal in February, the deposit, the timeline, the week-of panic, the day itself, the thank-you. Each stage has a message that works, and most vendors retype it every time. Here is the set, in order.
Quick answer
Keep these eighteen messages in your quick replies and your agent's knowledge, grouped by stage: enquiry and availability, proposal and quote, deposit and contract, planning and timeline, week-of and day-of, and after the event. An AI agent handles the first stage completely (availability from your booked-dates note, package ranges, collecting the event details) and answers questions in every later stage from your knowledge; a person sends the proposal, the contract and anything that needs judgement. ReplyKit keeps each event as a lead with its date, so nothing is lost between January and June.
Enquiry and availability
First reply
Hi {name}, thanks for reaching out about your {event} on {date}! Let me check that date. Could you tell me the venue (or area), rough guest count, and what you're looking for from us?
Date available
Good news: {date} is available. For {guest count} at {venue}, our {package} starts from {price}. I'll send a full proposal once I have a few more details: {questions}.
Date taken
I'm sorry, {date} is already booked. If your date is flexible, {nearby dates} are open. Otherwise I'm happy to recommend {colleague or alternative}.
Package ranges
Our packages for {event type}: {package 1} from {price}, {package 2} from {price}, {package 3} from {price}. All include {inclusions}. Which is closest to what you had in mind?
Proposal, deposit and contract
Proposal sent
Hi {name}, your proposal for {date} is attached: {summary of package and price}. Valid until {date}; I can hold {date} for you until then. Any questions, just ask.
Follow-up on proposal
Hi {name}, checking in on the proposal for {date}. Happy to adjust anything; a few other enquiries are asking about that date, so let me know how you'd like to proceed.
Deposit request
To confirm {date}: a deposit of {amount} ({percent}) by {method}, and the signed agreement (attached). Once both are in, the date is yours and I'll send the planning checklist.
Booking confirmed
Confirmed! {date} is booked for your {event}. Next steps: {planning call date}, and the final details form by {date}. Thank you for choosing us.
Planning and timeline
Details form
Hi {name}, the final details form for {date} is due by {date}: {link or list}. It covers {timeline, key people, special requests}. Reply here with anything you're unsure about.
Timeline confirmation
Here's the run-sheet for {date}: {times and milestones}. Please check the ceremony and speech timings and reply OK or with changes by {date}.
Balance reminder
Reminder: the balance of {amount} for {date} is due {date}. Payment by {method}. Reply here once sent and I'll confirm.
Change request
Noted: {change}. That {does/does not} affect the price ({detail}). I'll update the agreement and send a revised version today.
Week-of and day-of
Week-of check-in
One week to go, {name}! Everything's on track at our end. Final headcount and any last changes by {date} please. Our contact on the day is {name}, {number}.
Day-before
See you tomorrow at {venue}! We arrive at {time} for setup. Key timings: {times}. If anything changes overnight, message this number.
Day-of running late or issue
Hi {name}, quick update: {issue} means {impact}. We're handling it by {action}; no change to the schedule. Will keep you posted.
Day-of handover to on-site contact
Hi {coordinator}, this is {vendor}. We're on site and set up. Reach me on this number all day.
After the event
Thank-you
Thank you for having us at your {event}, {names}. It was a joy. {Deliverables, e.g. photos} will be ready by {date}. Congratulations again.
Review and referral
Hi {name}, if you have a minute, a review here would mean a lot: {link}. And if friends are planning something, we'd love an introduction.
The agent's part: it answers availability from a booked-dates note you keep, quotes package ranges, collects event details into the lead, answers planning questions from your knowledge, and hands over the proposal, contract and anything needing judgement. Timing the review ask is covered in the review request templates, and the full industry setup in wedding and event vendors.
Frequently asked questions
Can an AI agent check my date availability?
From a booked-dates note you keep in its knowledge. It says a date is taken or free and offers nearby dates.
Should the agent send proposals?
No. It collects the details and quotes package ranges; the proposal, the contract and the negotiation are yours.
How often should I follow up on a proposal?
Once, a few days after sending, with a genuine reason such as other enquiries for the date. On the Growth plan the agent can send that nudge.
What about long gaps between booking and the event?
Keep each event as a lead with its date and a follow-up date for the balance and details form, so the CRM reminds you.
When do I ask for a review?
After the deliverables are in the client's hands and they have said something positive, usually a week or two after the event.
Every enquiry answered on the day it arrives
Availability, package ranges and details collected automatically; proposals and contracts stay with you. 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 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.