Instant calling or a bulk campaign
AI Calls for Event and Webinar Reminders
An AI voice agent for event and webinar reminders calls registrants before the event, confirms they are attending, shares the time, venue or joining link, and records who will not make it. Outpero can call within 30 seconds of a registration to confirm it, then run reminder campaigns the day before and a few hours before, sending the link or location over WhatsApp on the call.
* Time from the lead reaching Outpero to the first ring, under normal conditions. It depends on how quickly your lead source delivers the lead.
At a glance
AI Calls for Event and Webinar Reminders: the short version
| How it works here | |
|---|---|
| How it starts | Runs on a trigger or on a list, depending on the job |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Attendance confirmed, Session or slot chosen, Question for the speaker, Reason for not attending |
| You measure it by | registration-to-attendance rate |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why event and webinar reminders breaks when people do it
Free webinars and events in India commonly see a wide gap between registrations and attendance, because signing up costs nothing and the reminder email lands in the Promotions tab. Organisers of property expos, admission seminars, investor webinars and product launches end up with empty seats and a sales team waiting for people who never arrive. Calling a few thousand registrants by hand the day before is beyond a small team.
Step by step
How it works
- 01New registrations from your form, Meta lead ad or event platform reach Outpero by webhook, or the registrant list is uploaded as a CSV.
- 02Optionally, the agent calls within 30 seconds to confirm the registration and ask what the person hopes to learn.
- 03A reminder campaign runs the day before and a shorter one a few hours before, inside your calling window.
- 04On each call the agent confirms attendance, shares the venue or joining details and sends the link or location pin on WhatsApp.
- 05Attendance intent, questions for the speaker and reasons for not attending go to your dashboard, webhook or a live Google Sheet.
Hear how a call goes
A sample event and webinar reminders call
A reminder call the evening before a 7 pm mutual fund webinar; the registrant is driving. · Runs in Hindi with English words; shown here in English.
- Outpero AIHello, am I speaking with Kavita Rao? I'm an AI assistant from WealthWise calling about tomorrow's mutual fund webinar. Is this a good time?
- CallerI'm driving right now. Can you tell me quickly?
- Outpero AIOf course, it will take just 30 seconds. The webinar is tomorrow at 7 pm. Will you be able to join?
- CallerYes, I think so. I'll try.
- Outpero AIGreat. I'll send the joining link on WhatsApp. Is that the right number for it?
- CallerYes, this number is fine.
- Outpero AIThank you. If you have a question for the speaker, tell me now and I'll pass it on.
- CallerI want to know how to start a SIP with a small amount, like 2,000 rupees.
- Outpero AINoted, I'll pass that on to the speaker. See you tomorrow at 7 pm, Kavita ji, and drive safely.
Attendance marked likely, joining link sent on WhatsApp to the same number, question for the speaker captured about starting a SIP with a small amount, call kept short as the registrant was driving.
An example written to show the shape of the call, not a recording or a customer result.
What it captures on every call
Measured on: registration-to-attendance rate.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| Registration form | New registrations from your form post to an Outpero webhook, so the agent can confirm sign-up within seconds. |
| Meta lead ad for the event | A Zapier or Make scenario sends each Meta registration to Outpero along with the session the person chose. |
| Registrant CSV from the event platform | Export the registered attendees from your webinar tool and upload them as the reminder campaign list. |
| Live Google Sheet of attendance intent | Attendance answers and speaker questions are written to a sheet that the organiser checks on the morning of the event. |
Results go back out the same way: a webhook you provide, or a live spreadsheet or API call mid-call. WhatsApp messages and calendar bookings are opt-in per employee.
Opening line
How it opens the call
नमस्ते, आपने कल शाम 7 बजे के mutual fund webinar के लिए register किया था — आप join कर पाएँगे? मैं link WhatsApp पर भेज देती हूँ।
“Hello, you registered for tomorrow's 7 pm mutual fund webinar — will you be able to join? I'll send the link on WhatsApp.”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What event and webinar reminders would cost you
Estimate: event and webinar reminders
Defaults are an example for event reminders, not a promise. Change any number to match your business.
Calls that actually connect — unanswered calls are not billed.
1 channel is included with your number; each extra is ₹649/month.
- Talk time per month
- 5,200 min
- Calling (₹5/min)
- ₹26,000
- Number + 5 channels
- ₹3,245
- Subtotal
- ₹29,245
- GST (18%)
- ₹5,264
About ₹4 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Attendance among those called versus not called | This is the clearest test of whether reminders raise turnout; compare the two groups across a few events. |
| Confirmed attendees who turn up | A wide gap means the reminder lacks a joining link or arrives too early to be remembered. |
| Questions captured for the speaker | Use these to shape the session; many questions on one topic suggest a follow-up event. |
| Reasons for not attending | Timing clashes point to changing the slot, while low interest points to the promotion. |
- !Reminding only once, long before the event, so people forget by the time it starts.
- !Not sending the joining link or location pin on WhatsApp during the call.
- !Calling at the same hour when most registrants are at work or commuting.
- !Registering people from ad forms without confirming the number is real.
For small invite-only events where the organiser knows every guest, a personal call or message is warmer. It is also less useful when the event is free and informal, with no cost to missing it.
Questions people ask
When should webinar reminder calls go out?
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One call the day before, between 5 pm and 8 pm, and a shorter one two to three hours before the start. For morning events, make the second call the previous evening rather than ringing at 7 am. Retries help, but cap them at two per reminder so registrants do not feel chased.
Can the agent send the Zoom or Google Meet link?
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Yes. It sends the joining link over WhatsApp during or right after the call, so the registrant has it on their phone when the event starts. For physical events such as property expos or admission fairs, it sends the venue location pin, parking details or entry pass instead.
Is a call better than WhatsApp reminders alone?
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WhatsApp is good for delivering the link; a call gets a commitment. When someone says out loud that they will attend, they are more likely to turn up, and the organiser gets a realistic headcount for seating, food or speaker planning. Most organisers use both — the call to confirm, WhatsApp to carry the details.
Can the agent collect questions for the speaker?
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Yes. Ask it to capture the main question each registrant wants answered, and the answers arrive as a field in the CSV export. Speakers can shape the session around what attendees actually asked, which tends to improve attendance and engagement at later events too.
What about follow-up calls after the event?
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Run a second campaign afterwards: thank attendees, ask what they thought and offer the next step — a consultation, site visit or demo, booked straight into your calendar. Call no-shows separately with the recording link. Both lists can be built from the attendance outcomes of the reminder campaign.
How much does an AI voice agent for event and webinar reminders cost?
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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. You pay only for the minutes the agent is actually talking. Prices exclude 18% GST.
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Industries that use it
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