A website chatbot for wedding and event planners

A planner's first call is worth an hour only if four facts are already known: the date, roughly how many guests, whether the venue is booked, and the budget the couple or the company is working to. Collected in a chat at eleven at night, those four facts turn an hour of discovery into a conversation about the event. An Allinaa assistant on your website collects them and answers what people ask first.

The four facts, asked in the right order

1. The date, or the month and year if it is not fixed - and whether it is movable
2. Guests, as a rough number, because sixty and two hundred and sixty are different events
3. Venue: booked, shortlisted, or still looking - the last of these is the most valuable enquiry you get
4. Budget range, with permission to say they do not know yet

The assistant asks up to three at a time, one per turn, and only the ones still missing. Write the budget question in your own words and make it easy to answer: a range, a reason, and no judgement. Planners who ask it well find out; planners who leave it off the form find out in week three.

What full planning actually means

Every planner sells the same three or four tiers under different names, and prospects cannot tell them apart. This is where the assistant earns its place: write out exactly what each of your services includes and excludes - full planning, partial planning, on-the-day coordination, design only - in plain words, including how many meetings, how many venue visits, whether you are there on the day and until when, and what the client still has to do themselves. The assistant will explain the difference between your tiers all evening, in the same words, which is a conversation you currently have by e-mail forty times a year.

Availability and price: the two honest refusals

The assistant cannot see your diary, so it must not say you are free on a date or hold anything. And unless your website publishes a figure, it must not price the work: planning fees turn on the date, the guest count and the scope, and a guess either loses the enquiry or binds you. Write both sentences yourself:

If you do publish a starting fee, the assistant quotes it exactly as written - it quotes only what is in your knowledge.

Corporate events are a different buyer

A company conference, a gala dinner or a staff party arrives from someone with a procurement process, a purchase order and often a tender deadline. Write that path separately: what you need for a proposal, whether you invoice in stages, whether you carry the insurances their venue will ask for, and whether you can work with a supplier list you did not choose. These questions almost never appear on a wedding-planner website, and a corporate enquirer who finds them answered will shortlist you.

Suppliers and the promises not to make

Prospects ask whether you can get a specific venue, photographer or band. The assistant must not say yes: a supplier's availability is not yours to promise. It can say which kinds of supplier you work with and that you will check - and it should never claim a partnership or a preferred rate that you do not have in writing.

Mood boards and venue documents

On Premium a prospect can attach what they already have: a mood board, a spreadsheet of guests, the venue's own supplier pack, a photograph of the room. It is checked for viruses and stored privately against the enquiry, so your first call is about the event rather than about sending files. See files customers send.

What happens to the enquiry

The assistant offers the inquiry form once it has the four facts. The visitor confirms their own contact details and agrees to be contacted, you get an e-mail, and the enquiry waits in your inbox with a status, private notes and CSV export, so a Sunday-night enquiry is complete on Monday morning. Current clients mid-planning will also use the chat; the assistant has no access to your planning tools and should hand those to a person with the whole thread visible. See handing a chat to a person and the launch checklist.