Event Attendance Confirmation

Outbound calls to confirm event attendance, provide reminders, and update contact information. Adaptable for various events with customizable details.

Details

The Event Attendance Confirmation scenario is designed to increase turnout by verifying attendance and sharing reminders in advance of an event. It is adaptable to both in-person and virtual formats and includes event-specific context to make conversations more relevant.

Clients using this scenario have experienced a dramatic increase in event turnout—from just 20–25% attendance to approximately 70%. That is an average of over 200% increase in attendance rate.

Key Features

1. Purpose:

   • Increase attendance rates by confirming participation ahead of the event.
   • Provide a reminder that helps reduce no-shows and last-minute cancellations.
   • Gather updated contact details if necessary.

2. Customizable User Input Fields: The customizable fields in the Event Attendance Confirmation scenario are organized into grouped sections that clarify how the AI Agent presents event information and confirms attendance. Each section reflects a stage in the interaction.

   

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Basic Information
General identifiers for the company and representative hosting the event.

• Company Name: The business or organization hosting the event.
• Representative Name: The name or title of the person reaching out on behalf of the company.
• Agent Guidelines: Behavior constraints you can set to shape how the AI communicates (e.g. emphasis, or handling edge cases).

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Event Details
Core information about the event the contact is being reminded of or invited to.

• Event Name: The title of the event the contact is expected to attend.
• Event Date: The calendar date the event will take place.
• Event Time: The time the event is scheduled to begin.
• Event Location: Where the event will be held (e.g., virtual or physical).

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Additional Information
Extra context or messaging used to enhance the interaction and personalize delivery.

• Event Purpose: A brief statement describing the event’s objective or theme.
• Custom Message: A free-text message used to customize the AI’s delivery beyond standard event details.

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4. Objective:
   • To confirm attendance and offer last-minute event support if needed.
   • To provide a customized reminder while verifying key attendance details.
   • To update RSVP status or contact info depending on call outcome.

Here is the Project Configurations interface of this scenario, alongside instructions and some examples:

Remember that Scenarios are defined at the Project level, and every Campaign inherits the pre-filled fields from the Project, which means every Campaign can have different information in the input boxes, allowing you to tailor communications per Campaign to align with your customer/client or business needs.

Example Configuration & Demo

Basic Information

Company Name
NovaTech Collective
Representative Name
Sarah from NovaTech

Event Details

Event Name
Future of Work Innovation Forum
Event Date
May 22, 2025
Event Time
3:00 PM EST
Event Location
Virtual via Zoom – link provided in your registration email

Additional Information

Event Purpose
Explore how automation and AI are reshaping workplace productivity and team collaboration
Custom Message
Just checking in to confirm your attendance – we’re excited to have you join us in this forward-looking session!

FAQs & Troubleshooting

General Questions

Can this be used for both in-person and virtual events?

Yes. The scenario supports both formats. Be sure to include accurate event location or video link information in the input fields.

How does the AI know what to say about the event?

The AI uses the configured fields (e.g., Event Name, Date, Time, Purpose) to craft the conversation. The more detailed your input, the better the AI performs.

What if someone can't attend?

The AI can record declines and even offer to update the contact’s RSVP status, depending on the platform integration.

How is attendance rate tracked?

Attendance tracking is handled through your event registration or CRM platform. This AI scenario contributes by increasing confirmations—users have reported an increase from 20–25% up to 70%.

Can I personalize the voicemail message?

Yes. You can provide a custom voicemail script in the ‘Voicemail Message’ field to match your brand’s tone or event style.

Configuration

Which fields are required for this scenario to run properly?

At a minimum, you should include Event Name, Event Date, Event Time, and Event Location. Additional fields like Event Purpose and Custom Message can further improve performance.

Can I change the Custom Message per campaign?

Yes. Each Campaign can have different pre-filled inputs even if they’re based on the same Scenario template.

Is the Voicemail Message optional?

Yes. If not configured, the AI will default to a general voicemail message.

Usage and Results

Where is updated RSVP information stored?

That depends on your integration. If connected to a CRM or event management tool, updates will be synced there.

Can the AI handle last-minute updates or reschedules?

Yes. It can pass the updated status to your team or integrated platform based on the contact’s response.

What results can I expect?

Most users experience a 200%+ increase in confirmed attendance, going from 20–25% to roughly 70% after using this scenario.

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