Calling event guests with voice AI

Voice AI can help automate your event guests’ confirmation calls. Make your invitees' RSVPing easier by putting their name, contact number, and event info into the system and let it do the calling! Your guests will receive an automated call confirming their attendance & collecting any additional information.

General Description

Integrate with either Bland AI or Twilio for voice call functionality, at a cost of $0.05-$0.10 per minute (with an HTTP API connection for a quick, easy implementation). Guests respond significantly more often to voice confirmation calls than to text messages.

How the Automation Works

The automated call process works by creating a call log from your guest list (including name & phone number). Your guest will receive an introductory call from an AI event coordinator introducing itself.

During the call, the AI coordinates confirming event date, time and location while recording confirmation of attendance and any relevant comments from your guests (e.g., dietary restrictions, number of guests/spouses, etc.). This methodology results in a more thorough knowledge of the guests' requirements that enables greater preparation ahead of their arrival as well.

After all the calls have been completed, a summary is produced that reports on who confirmed, who declined and who did not answer the call. Thus, The Event Organizer can now look at the overall picture of their situation and take action accordingly to minimize the amount of planning and preparation they have to do.

Why It Is More Efficient Than Manual Work

Agents who place phone calls to guests have a much higher response rate for their requests than agents who send text messages. This is extremely important when it comes to events where it is critical to provide guests with accurate information and confirmation of their attendance. Guests are more likely to respond to phone calls than to text messages, which helps eliminate miscommunication and provides the most accurate, up-to-date data regarding the number of guests attending an event.

The system does not require access to any other application or database, thus reducing the possibility of data being leaked or stolen. This ability to perform its function without connecting to other applications is a crucial component of today's information security requirements. While performing their work an agent will not have access to other applications or data, therefore the entire process is more secure.

The individualization of each call leads to a more natural way for agents to converse with guests.

What Results Users Receive

By automating the guest calling process, event planners can devote their time to higher-value activities (preparing and planning) instead of spending long hours on the phone verifying guests' attendance. This increased efficiency leads to greater productivity for the entire team working on planning the event.

In addition, by using AutoVoice for guest calling through voice AI, planners can expect a greater percentage of responses than by text messages. This approach gives them an accurate headcount for the event to assist in determining resources and avoids potential misunderstandings with guests from inaccurate information.

Ultimately, not only are participants saving time, but they also note improvements in the quality of service provided, which contributes to building a positive image and increasing customer satisfaction. For example, event planners reported a reduction in misunderstandings and an increase in the level of guest satisfaction due to receiving high-quality interactions.

Implementation Examples

There are currently no documented case studies regarding the use of voice AI technology in confirming events/guest attendance; however, on the basis of the experience of developing similar automated systems, the following are several significant benefits of this type of system that are applicable to this area.

Companies using automation have reported a significant increase in efficiency when confirming guests' attendance. This is accomplished by having an agent make all calls as opposed to being placed by the user, thereby eliminating the need for manual assistance. Additionally, companies have reported increased response rates which are critical to successfully executing an event.

It should also be noted that the use of automation eliminates many of the routine errors encountered in traditional methods of confirming guest attendance (e.g., confusion around records, misunderstandings with the guests). The Event Automation System is completely transparent, allowing for complete transparency and management through recording all information involved in the calling process. This will help the event planners focus on all the other important tasks to ensure that they can devote their time to getting ready and planning for the event, which will improve the quality of service for guests.

What You Get

There are many benefits to automating the guest calling process and the use of voice artificial intelligence (AI) is a primary example of how this has greatly simplified the process for those organizing events. There are two very key benefits that the voice AI provides to the event organizer.

First, you receive a summary of the results of your calling process, which will allow you to determine how many people confirmed attendance at the event and how many declined. This information will serve as a key factor in your event planning.

Second, the voice AI records the conversations between the AI and the guest and this recording of the conversations can provide you with information that can be used to analyze the interactions with your guests. The recordings are helpful in identifying the areas of service quality that need to be improved and can also help in addressing those things before the event begins. For example, by listening to the recordings, the event organizer can determine what questions were asked by most guests and prepare answers to those questions in advance of the event.

In addition, by using voice AI to automate the calling processes, the amount of time spent making manual calls has been reduced. Based on what we have learned from the process of implementing the voice AI solutions, the calling process is now much quicker and much easier and has freed up a substantial amount of resources that can now be used for strategic planning-type functions such as marketing and preparation rather than for completing routine calls.

Setup Instructions

The following steps will help you successfully begin the process of automating the guest calling process. First, you need to install and configure SuperCall according to the instructions provided in the configuration guide that we have developed. When installing your configuration, please enable the hooks in your configuration so that your SuperCall system can handle requests properly.

Second, you will need to create your guest list. You may create this list by copying and pasting it into the Client Chat application or you can prepare a list in a file, which will allow you not only to create your list but also to easily manage your data. You should include both the names and phone numbers of each invitee on your guest list.

Third, you will need to launch the agent (ASCN.Agent) with the required parameters to initiate the calling process. The agent will sequentially call each invited guest using the SuperCall system to collect results of your calling process and then the calling process will produce a summary of the responses and also assist you with preparing the event based on the individual preferences of guests that responded.

By following the steps above, you will have successfully and efficiently set up your guest attendance confirmation process, minimized the number of manual calls made, and improved the quality of your interactions with your event guests. If you have any questions while completing this process, please let us know and we will be happy to assist you.