A website chatbot for event and wedding venues

Almost every venue inquiry starts with the same message: "Is June 14 available?" The answer depends on your calendar, holds and pending contracts, so a chatbot should never guess. An Allinaa assistant captures the date request with the details your events team needs and answers the questions couples and planners ask while they wait.

The first five questions every couple asks

1. "Is our date available?"
2. "How many guests can you hold, seated and standing?"
3. "What's included in the package, and what does it cost?"
4. "Can we bring our own caterer, or do we have to use yours?"
5. "Can we see the venue?"

Four of the five have fixed answers you can write once. The first needs your team, and the assistant's job is to make that conversation faster.

Date availability: capturing the request instead of guessing

Allinaa does not connect to venue management software, so the assistant cannot see which dates are booked or held. Write that into the knowledge so it never implies otherwise. When someone asks about a date, it asks up to three short clarifying questions, one at a time:

• Preferred date and any backup dates, or a month or season if flexible
• Estimated guest count
• Type of event: wedding, rehearsal dinner, corporate event, milestone birthday
• Budget range, if they are comfortable sharing
• Ceremony and reception on site, or reception only

Then the visitor confirms contact details and agrees to be contacted. Your events team gets an e-mail with everything, the couple gets a confirmation, and the inquiry waits in your inbox with a status, private notes and CSV export. Inquiries that arrive at midnight are on your desk at 9 AM with nothing missing. See lead capture.

Capacity, packages, catering and bar policies

Write your facts in full: capacity by room and layout (banquet, ceremony rows, cocktail), what each package includes, food and beverage minimums if you have them, pricing by season or day of week if you publish it, and bar policies (open bar options, licensed bartenders, last call). The assistant quotes what you publish. If you don't publish prices, it explains what affects the price and offers to send a proposal request. See answering price questions.

Outside vendors, decor rules and curfews

Couples often find out about rules too late, so state them early:

• Preferred or exclusive vendor lists, and whether outside caterers pay a fee
• Insurance requirements for outside vendors or for the couple
• Decor rules: open flames, confetti, sparklers, hanging items, setup times
• Music curfew, end time and load-out deadline
• Rain plan for outdoor ceremonies

Tour requests

A tour is usually the step before a contract. The assistant collects a tour request with preferred days and times, the event date they're considering, and how many people are coming to the tour. If you hold open houses, add the dates to the knowledge so the assistant can offer them first.

Corporate events vs. weddings

Planners for company events ask different questions: AV equipment, Wi-Fi capacity, breakout rooms, weekday rates, invoicing and certificates of insurance, and how early they can set up. Give corporate events their own section in the knowledge. The assistant recognizes a corporate request and asks for company name, event type, attendee count and date range. If a planner writes from another country or in another language, Premium covers all supported languages, and Standard includes 3 you choose.

Illustrative conversation

Illustrative example, not a real conversation.

See also restaurants and hotels and vacation rentals.

Questions owners ask

Can the chatbot check if a date is available?

No. It can't see your bookings, holds or contracts. It captures the date request with guest count and details so your team can confirm.

Will it quote package prices?

It quotes what you publish. If you don't publish prices, it explains what affects them and sends a proposal request.

Can it handle corporate event inquiries?

Yes, if you add a corporate section to its knowledge. It asks corporate-specific questions and captures the request.

Can couples book tours through it?

They can send a tour request with preferred times, and your team confirms.