Event Follow-up Scheduler

The Event Follow-Up Scheduler is a powerful tool for personalized post-event engagement, designed to streamline appointment booking after a specific event or interaction. It allows businesses to reference shared experiences to build rapport, adapt to client availability, and offer flexible meeting durations. Scheduling happens directly through your connected calendar, making it ideal for following up with attendees from seminars, webinars, or other events and turning those connections into actionable opportunities.

Details

The Event Follow-Up Scheduler builds on the functionality of the Standard Scheduler by adding references to a specific event the contact attended, creating a more personalized experience.

Key Features

1. Purpose:

   • Facilitates appointment booking as a follow-up to a specific event.
   • Personalizes outreach by referencing the event to build rapport and context.
   • Offers flexibility in meeting durations and adapts to client responses.

2. Customizable User Input Fields: The customizable fields for the Event Follow-up Scheduler scenario are organized into structured sections that mirror how the AI Agent introduces the representative, aligns on the event, and guides the contact toward a scheduled meeting. Each section defines a specific part of the conversation flow.

   

   Opening Script Setup
   This section defines how the AI introduces the representative and establishes context at the beginning of the call.

   
   • Profession: The title or role of the person the AI is representing.
   • Representative Name: The name of the person the contact is being scheduled to meet.
   • 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
   Fields used to confirm and reference the event that prompted the outreach.

   
   • Event: The name of the webinar, seminar, or event that the contact attended or expressed interest in.
   • Event Occurrence: The date when the event took place.

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   Call Intent & Value Pitch
   This section frames the purpose of the call and what the contact will gain by scheduling a follow-up.

   
   • Reason for Appointment: The objective of the call and how it connects to the previous event.
   • Meeting Value Proposition: A concise value summary explaining the benefit of attending the scheduled meeting.

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   Meeting Details
   Controls how the AI books the meeting and where it will take place.

   
   • Default Meeting Duration (minutes): The standard time slot allocated for the meeting.
   • Alternative Meeting Duration (minutes): A secondary option that can be offered if preferred.
   • Location of Meeting: Indicates whether the meeting will be held virtually or at a physical location.
   • Calendar: The connected calendar where the meeting will be booked.

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3. Objective:

   • To book meetings into the user’s connected calendar while referencing the event for rapport-building.
   • To ensure the meeting aligns with the client’s availability and the user’s preferred scheduling parameters.

The Scenario has been built and pre-configured to make it as simple as possible for a user to tailor and initiate a campaign with minimal setup. This Scenario is adaptable and only takes a few lines of text to get going.

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

Opening Script Setup

Profession
Sales Executive
Representative Name
John Carter

Event Details

Event
AI in Business Optimization Webinar
Event Occurrence
April 15, 2024

Call Intent & Value Pitch

Reason for Appointment
To jog your memory, we discussed how the AI tools presented at the webinar can be applied to your business to streamline workflows and enhance productivity, and would like to expand on these topics since you are interested in our product.
Meeting Value Proposition
Learn how AI can optimize your business processes, reduce operational costs, and improve decision-making.

Meeting Details

Default Meeting Duration (minutes)
30
Alternative Meeting Duration (minutes)
15
Location of Meeting
Virtual Meeting
Calendar
Agent Testing

FAQs & Troubleshooting

General Questions

What is the purpose of the Event Follow-Up Scheduler scenario?

This scenario is designed for post-event outreach, helping businesses schedule follow-up meetings with contacts they engaged with during a specific event.

How is this scenario different from the Standard Scheduler?

The Event Follow-Up Scheduler builds on the Standard Scheduler by including references to a specific event the contact attended, creating a personalized context for the call.

Configuration

Which fields are required to use the Event Follow-Up Scheduler?

You must configure fields like Event, Event Occurrence, Reason for Appointment, Meeting Value Proposition, and Calendar to ensure the AI can effectively personalize the conversation.

Can I use this scenario for multiple events?

Yes, you can create separate Projects and Campaigns for each event, customizing the scenario fields to reference the specific event and its details.

What happens if I don’t customize all the input fields?

Any fields left unconfigured will use AVA’s pre-filled values. However, it’s recommended to customize fields to better align with your event and business goals.

Usage and Results

Where do booked meetings appear?

Appointments are booked directly into the calendar selected for the Project or Campaign. These can also reflect in connected third-party calendars like Google or Outlook if integration is enabled.

Can the AI handle objections or rescheduling during the call?

Yes, the AI is designed to adapt to client responses, including rescheduling requests or addressing common objections.

What if the contact didn’t attend the event?

The AI references the event as part of the initial engagement. If the contact denies attending, the AI can adapt the conversation or politely conclude the call.

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