Every attendee answered before the doors open
AI agents for organisers, venues and promoters that sell and register, answer the same attendee questions thousands of times, keep vendors on the run-of-show and get people through the gate. They work alongside the ticketing platform you already sell on.
Tickets · Attendees · Promotion · Vendors · Check-in
01 In short
What does Exyconn build for events and entertainment?
AI for events is a set of agents that sells and registers, answers attendee questions, sends promotions, chases vendors and runs check-in, so a small event team can handle a crowd many times its size. Exyconn designs, builds and runs these agents on your ticketing or registration platform, your CRM, your payment gateway and your WhatsApp Business account. Your producers keep the creative and the decisions; the agents keep up with the messages.
Why organisers are doing this now
- Questions spike in the hours around an on-sale and on show day. Hiring for those peaks is expensive; leaving them unanswered costs tickets.
- Attendees expect tickets, directions and schedule changes on WhatsApp, not buried in an email.
- Paid reach is costly. Following up warm leads from past events is cheaper than finding new ones.
- One late vendor or a missed sound check can push a whole run-of-show. Someone has to chase every confirmation.
- Sponsors want proof of footfall and engagement soon after the event, not three weeks later.
02 The reality
Where an event team's hours actually go
Every producer has the same list. Most of it happens in the fortnight before the event and all of it at once.
- E/01
The same questions, thousands of times
Age limits, bag policy, set times, where's my ticket. They arrive on Instagram, WhatsApp, email and the ticketing platform's inbox, all in the same week.
- E/02
Registrations that don't line up
Delegate lists come from a form, a ticketing platform and a sponsor's spreadsheet. Duplicates, missing company names and unpaid passes are cleaned up by hand.
- E/03
Promotion that stops at the first post
Early-bird deadlines, lineup announcements and reminders to past buyers need a steady rhythm, but the team is busy booking acts and venues.
- E/04
Vendors chased on personal phones
Sound, light, staging, catering, security and decor each have load-in times and dependencies. Confirmations live in dozens of WhatsApp chats.
- E/05
Queues at the gate
Scanners fail, guest lists are on paper and on-spot registrations slow everyone down. The first impression of the event is a long line.
- E/06
Reports assembled weeks later
Sales by channel, actual attendance, session turnout and feedback sit in separate tools, so the sponsor report and the debrief come late.
03 Use cases
Six jobs AI takes off your team's plate
- 01
Ticketing and registration
Takes registrations and ticket purchases in chat with a payment link, issues the pass from your ticketing platform, and handles transfers and name changes within your rules. Refund requests go to a person.
- 02
Attendee questions, before and on the day
Answers on WhatsApp, Instagram and web chat from your FAQ, schedule and venue map in the attendee's language, and resends passes on request. Complaints and safety issues go straight to the ops team.
- 03
Promotion and campaigns
Sends opted-in past attendees early-bird reminders, lineup news and last-call messages through your CRM, and drafts social posts for your team to approve.
- 04
Vendor and run-of-show coordination
Confirms load-in slots, deliverables and contacts with every vendor from the production schedule, nudges anyone who hasn't confirmed and alerts the producer when a dependency slips.
- 05
Check-in and access
Sends QR passes before the day, checks scans against the attendee list by ticket type or zone, prints badges for walk-ins and gives the gate team a live count.
- 06
Post-event reports
Combines ticket sales by channel, check-ins, session attendance and feedback survey answers into a debrief and a sponsor report, ready the morning after.
04 A day with it running
One day before a two-day business conference
Follow the last full day before the doors open. Each moment lights the part of the event the agent is working on.
-
07:30
Vendors confirm their load-in
The AV, staging and catering teams each get their load-in slot for tonight. Two confirm; the florist hasn't replied, so the producer is told before 8am.
-
10:00
Last-call message to past delegates
Opted-in delegates from last year who haven't registered get a short note with tomorrow's keynote speakers and a registration link.
-
12:45
A late team registration
A company registers five delegates through the chat. The agent collects names and GSTIN for the invoice, sends the payment link and issues five passes once it is paid.
-
16:20
Questions about parking and the agenda
Two hundred messages arrive after the final reminder: parking, dress code, the workshop room. The agent answers them; a delegate needing wheelchair access is passed to the venue lead.
-
19:00
The gate is ready for tomorrow
Every registered delegate has a QR pass on WhatsApp, the scanner list is synced and badges for VIPs and speakers are queued to print.
-
23:30
The pre-event numbers
Registrations by ticket type and source, expected turnout per session and open vendor items go to the organising team as one summary.
05 How it connects
Built on the systems you already run
06 By event
What it looks like for your kind of event
Large crowds, short peaks
Concerts & festivals
Volume is the challenge: thousands of fans asking the same things in the same hour. Agents answer, resend passes and push schedule changes, while the ops team handles what needs a person.
- Show-day help desk on WhatsApp
- Schedule and gate updates pushed to ticket holders
- Sales and check-in counts by gate
Delegates, sponsors and exhibitors
Conferences & exhibitions
Here the work is registration quality and follow-up. Agents handle group bookings and GST invoices, answer agenda questions and give sponsors a lead list and turnout report afterwards.
- Group registrations with invoice details
- Badge printing for walk-ins and VIPs
- Sponsor and session attendance reports
One host, many guests and vendors
Weddings & private events
Planners juggle RSVPs, travel details, room blocks and a dozen vendors. Agents collect RSVPs and arrival times, answer guest questions and keep every vendor on the day's timeline.
- RSVP, travel and rooming lists collected in chat
- Vendor timeline with confirmations
- Guest updates on venue and transport
07 Rollout
Ready before your next on-sale
We plan the rollout backwards from your event date, so the help desk is tested well before tickets go live.
-
01 · Week 1
Map the attendee journey
We read past attendee messages, list your ticketing, CRM and scanning tools, and agree what the agent answers and what goes to your team.
-
02 · Weeks 2–3
Help desk and registration
The attendee help desk and registration flow go live on WhatsApp and your site, with your team checking replies during the first on-sale.
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03 · Weeks 4–6
Vendors, campaigns and the gate
Vendor coordination, promotion sequences and QR check-in are added and rehearsed with a test run before show day.
-
04 · Ongoing
Run every event after
Each new event reuses the setup with a fresh FAQ and schedule. We review what attendees asked and improve the answers for the next one.
08 Related
What organisers pair this with
- AI/01
AI WhatsApp automation
Passes, reminders and show-day help on the official WhatsApp Business API.
- Passes
- Help desk
- AI/02
AI marketing automation
Campaigns and announcements produced at a pace a small promotions team can't manage by hand.
- Campaigns
- Social
- AI/03
AI customer support
Take the repeated attendee tickets and hand the rest to your team with full context.
- Support
- Refunds
- Handover
09 FAQ
Questions organisers ask us
Does this replace our event staff or volunteers?
No. It takes the repeated questions, confirmations and reminders so your team can run the floor. Refunds, complaints, accessibility needs and safety issues are always passed to a person, with the conversation attached.
Can it work with the ticketing platform we already use?
Usually, yes. Most ticketing and registration platforms offer an API, webhooks or attendee exports, and we connect to whichever your platform supports. In the first week we confirm what we can read, such as orders and passes, and what we can write back.
What if the event changes at the last minute?
Your team updates the schedule or FAQ in one place and the agent answers from the new version straight away. For anything urgent, such as a gate change or a delayed set, a producer approves the message and it is sent to affected ticket holders.
How is attendee data protected?
Attendee data stays in your systems and an environment set up for your events, with role-based access and a log of every message. Promotions go only to people who opted in, and the setup follows the privacy law that applies, such as India's DPDP Act 2023 or the GDPR.
Can attendees message in their own language?
Yes. The agent replies in the language the attendee writes in, including Hindi and other Indian languages. Your FAQ and policies are written once and answered the same way in every language.
How much does it cost?
It depends on attendee numbers, channels and how many events you run a year. Some organisers start with a help desk for one event; others set it up across a season. Tell us about your calendar and we'll send a fixed quote.
Next step
Share the questions from your last event
Send us an export of attendee messages and we'll show which ones an agent could have answered, and how it would connect to your ticketing. No obligation.