AI voice agents for event management companies

Yes. Outpero's AI voice agent handles event management companies calls end to end — running RSVP and attendance-confirmation campaigns before every event, and calling new event enquiries within 30 seconds. It works 24 hours a day in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English, switching to English the moment the caller does.

For event management companies, an Outpero AI employee will call new event enquiries within 30 seconds and capture event type, date, city, headcount and budget; run RSVP campaigns to registrants, confirming attendance, meal preference and travel needs; run reminder calls a day before the event with venue, timing and entry instructions, also sent on WhatsApp; call exhibitors and sponsors about pending payments, deliverables and stall setup timings. Every call is recorded, transcribed and summarised automatically.

Outpero has no setup fee and no monthly base fee — you pay only for connected talk time, from ₹5 per minute (1 credit = ₹1, credits never expire), plus ₹649/month for a dedicated calling number. A full-time telecaller doing the same job costs around ₹18,000 a month, works one shift and handles one call at a time. Prices exclude 18% GST.

Under 30 seconds from the enquiry landing. That matters here because event businesses live on deadlines: a conference needs registrations turned into attendance, an exhibition needs exhibitors confirmed, and a corporate offsite needs headcount locked before the caterer's cut-off. Registration forms fill up, but a large share of registrants never show, and RSVPs for corporate events drift until the last day. New enquiries arrive in bursts before Diwali and year-end parties, exactly when the team is stretched.

How many calls run at once depends on your channels: a channel is one call at a time on your number, and each extra channel is ₹649/month. With confirmation calls lasting a minute or two, a few thousand registrants can be reached across a day or two before the event, with retries for those who did not pick up. Start two to three days out, so caterers and venues get final numbers on time.

Confirmed, declined or tentative status for each registrant, plus meal preference, accessibility needs, travel or accommodation requests and any session interests you ask about. These are written to your sheet or sent to your webhook, so the registration desk, caterer and hotel block can be updated directly. Recordings and transcripts remain available if a booking is disputed later.

It can call people who enquired and explain ticket tiers, early-bird deadlines and what each sponsorship package includes, from the facts you provide, then send a payment link or brochure on WhatsApp. Sponsorships involve custom deals, so the agent qualifies interest and budget and books a meeting with your partnerships lead rather than trying to close them on the call.

Not if the call is short and useful: confirm attendance, share the venue and time, offer the location on WhatsApp, done. People who registered generally expect logistics from the organiser. Calling windows keep calls to reasonable hours, anyone who opts out is marked, and the agent names the event at the start, so the call is recognisable rather than mysterious.