How to use a chatbot for event management: Complete Guide

Last Updated: May 2024

Harnessing the power of a chatbot for event management can revolutionize your approach to organizing and executing successful events. An event chatbot not only streamlines communication but also enhances attendee engagement. 

As per the report about event bots, 83% of event creators use an event app or a chatbot for event management. 

You guys will stay with us as we will guide you in the complete guide to “chatbots for event management”  where we will learn the benefits of event chatbots and how to create event chatbots.

Table of contents

Chatbots in Event Management

Embarking on the journey of chatbots for event management, chatbots emerge as indispensable tools. Transitioning seamlessly into the digital landscape, they revolutionize the way organizers and attendees interact. With their dynamic functionalities, event chatbots streamline processes and enhance engagement. From registration to real-time assistance, they ensure a smooth and interactive experience throughout the event lifecycle.

Features and functionalities

Event chatbots have many features and functionalities. Some of them are listed below. Let’s deep dive and explore the key functionalities of chatbots for event management.

  • Registration and Ticketing: Active facilitation of seamless registration processes and ticket purchases directly within messaging platforms.
  • Scheduling Assistance: Assist attendees in scheduling appointments, meetings, and sessions for effective time management.
  • FAQs and Information Retrieval: Instant provision of answers to frequently asked questions, such as event location, agenda, speakers, and amenities, reducing the need for manual inquiries.
  • Personalized Recommendations: Offering tailored recommendations for sessions, exhibitors, and networking opportunities based on individual preferences and interests.
  • Real-time Assistance: Providing immediate support and guidance to attendees during the event, addressing queries, troubleshooting issues, and offering directions or recommendations.
  • Integration with Other Platforms: Seamless integration with event management platforms, CRMs, and communication tools, ensuring efficient workflow management and data synchronization.

Chatbot implementation

1. Define Objectives

First of all, define your objective, why you want to install the event chatbot, and what target you want to achieve in your event management.

Also, check for your requirements like in which process of your event management you want to install the event chatbot.


2. Select a Platform

Then your next step should be to select an event chatbot. Online you can select an event chatbot for your event management as per your needs and budget. Saufter chatbot can be the best choice for your event management.


3. Design Conversations

Map out engaging dialogues that help attendees with event-related tasks such as registration, FAQ, and feedback collection for seamless attendee interaction.


4. Integrate Systems

Connect event chatbots with your existing event management tools like CRM software, registration platform, and communication tools for streamlined processes.


5. Promote Usage

Educate your attendees about chatbot benefits and encourage usage.


6. Monitor and Adapt

Continuously monitor performance and if you feel you need to make adjustments then adjust accordingly.

Chatbot building

Building an event chatbot from scratch is an easy task, as you do not need any coding knowledge. You can integrate with already existing chatbots like Saufter to avail of their services and create your own event chatbot as per your requirement. 

If you want to create your own event chatbot then you can check the YouTube video given below for example.

How to Build an Event Chatbot

List of chatbots for event management



Pricing: Custom pricing

It is an AI chatbot for customer support solutions, it comes along with its user-friendly interface and integrates seamlessly with your platforms.


Key features

  • Effortless Product Exploration: Ditch endless scrolling and guesswork. Saufter understands your preferences and interests. Simply tell it what you’re looking for, and get your answer.
  • Personalized Recommendations: It can learn from your past browsing behavior. This allows it to give genuine recommendations,  tailoring your experience to your needs.
  • Smart Search Functionality: Simplifies your searches. Saufter leverages its AI capabilities to understand your intent and identify your needs.
  • Price Tracking & Alerts: Tell Saufter what you’re interested in, and it tracks prices for you. Never miss a deal again.
  • Streamlined Checkout Process: Integrates seamlessly with your shopping cart,  allowing for a smooth and secure checkout experience.


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2. Capacity


Pricing: Custom pricing and paid plans are at $49/user/month

Helps event organizers create a better experience for medium and large-sized events by providing personalized responses. Whether event organizers need a way to deliver FAQs, parking info, or venue specifics, Capacity is built on deflecting and answering many questions.


Key features:

  • Deep Understanding: Capacity leverages natural language processing (NLP) to grasp customer intent, even from complex questions.
  • Automated Workflows: Free your team! Capacity automates repetitive tasks, allowing them to focus on more strategic issues.
  • Seamless Integrations: Connect Capacity to your existing systems for a unified support experience.
  • Personalized Touch: Capacity personalized responses based on customer data, fostering stronger relationships.
  • Learning Machine:  Capacity continuously learns and improves, ensuring top-notch support over time.


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3. Eventbot


Pricing: Custom pricing

Allows users to quickly search for events near them using natural language processing (NLP) technology. It also provides suggestions on nearby restaurants, transportation options, and more. One drawback of Eventbot is that it requires a third-party calendar integration to pull event information.


Key features

  • Effortless Event Creation: Ditch the lengthy forms. Simply tell it the event name, date, and time, and Eventbot takes care of the rest.
  • Seamless Guest Management:  No more manual guest list headaches. Eventbot lets you send invitations, collect RSVPs, and track attendance, all within its user-friendly interface.
  • Boost Communication & Engagement: It can answer guest questions 24/7, manage registration queries, and even share event updates through automated messages.
  • Integration Powerhouse: This allows for centralized data management and a more cohesive event experience.
  • Personalized Experiences: Imagine attendees receiving automated greetings or tailored recommendations based on their interests – a thoughtful touch that elevates your event.
  • Eventbot goes beyond automation: it injects intelligence into event management. So, ditch the stress and embrace a smarter way to plan your next event. 


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4. SpotMe 


Pricing: Custom pricing

SpotMe is a mobile-first event chatbot designed to help attendees get the most out of their events by providing real-time updates, personalized information, and networking opportunities. There are some limitations with SpotMe. It is only available on mobile, requiring manual setup to get started.


Key features

  • Real-time Engagement: This eventbot can foster dynamic interaction through features like live polls, Q&A sessions, and gamification elements.
  • Personalized Navigation: it will act as a personal guide for attendees. They can access real-time schedules and speaker bios.
  • Simplified Networking: It can help attendees find people with similar interests, spark conversations, and even schedule meetings, fostering a collaborative and dynamic atmosphere.
  • Actionable Insights: It gathers valuable data on attendee behavior and preferences. This allows you to optimize your event and make data-driven decisions for future events.
  • Effortless Feedback Collection: SpotMe simplifies the process by sending out automated surveys and polls. This allows you to get valuable feedback from attendees about their experience.


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6. Chatler


Pricing: Custom pricing

Chatler boasts an amalgamation of natural language processing (NLP) technology and AI algorithms to provide businesses with real-time automated conversations. In addition, this platform has ready-made templates for the easy setup of event chatbots. However, it is costly, and setting up the bots can consume time.


Key Features

  • Unleash the Power of Natural Language: Ask questions, make requests, or simply chat – Chatler understands your intent and responds naturally, creating a smooth and intuitive experience.
  • Personalized Recommendations: It learns user preferences and interests over time. This allows Chatter to suggest relevant content for creating a truly personalized journey for the attendees.
  • Boost Engagement Through Entertainment: It can inject fun into the mix with interactive quizzes, trivia games, or even lighthearted conversation starters.
  • Effortless Task Completion: It can answer user queries, complete basic transactions, or even connect users with the right resources, streamlining everyday tasks.
  • 24/7 Availability: Chatter acts as a tireless companion,  available around the clock to answer questions, provide support, or simply keep users company.

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Case studies and success stories


Adobe’s annual Adobe Education Leaders Summit and Awards (AELSA) is a cutting-edge event that brings together leaders from education, design, and government to discuss how technology can transform children’s learning. 

The conference promotes innovative thought as a pedagogical tool to encourage critical thinking and extract more from education. To address the form issue, Adobe used Tars chatbots to gather more registrations. The team relied on direct outreach, sending personal invites to college deans and school principals. 

However, the forms had a poor completion rate, causing attendees to drop out before submitting their information. To address this, they built a basic lead generation and FAQ chatbot on the Tars platform, providing basic information about the event and asking for registration details. 

This tactic increased the completion rate of the registration process, with 25% of all registrations made through the chatbot by the end of the registration period. The registration problem faced by AELSA is not unique.


Hope that you like this article and this will help you in your event management. In this article, we will learn about chatbots, and the benefits of using them in event management, and with the help of examples we will learn how we can create chatbots.

You can choose the best AI chatbot like Saufter in your research of chatbots for event management, which can easily integrate with your system and help you in making your event management successful.



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