24/7 Call Answering for event planners
Never miss a customer call or booking request. Our AI receptionist handles calls professionally for event planners, books appointments instantly, and captures every lead 24/7.
Why event planners are switching to AI answering agents
Event planning is a business built on availability. When a bride-to-be calls about her dream wedding or a corporate client needs to book their annual gala, they expect someone to answer. But you're often at a venue walkthrough, managing a live event, or meeting with vendors. Every missed call is potentially a $10,000-$50,000 event walking to a competitor.
The challenge is unique to event planners: your busiest seasons are when you're least available to answer phones. Wedding season means back-to-back Saturday events. Corporate event season fills your calendar with site visits and tastings. The phone rings most when you're physically unable to answer it.
Traditional solutions fall short. A receptionist can't work every Saturday night during wedding season. Voicemail means anxious brides leave messages that get returned 48 hours later, when they've already booked someone else. Virtual receptionists take messages but can't answer the detailed questions that convert inquiries into consultations.
AI answering agents change the equation. They handle the initial conversation that converts a caller into a scheduled consultation. They ask about event date, guest count, venue preferences, and budget range. By the time you call back, you're not starting from scratch. You're following up with a qualified lead who has already committed to a meeting time.
The after-hours impact is where event planners see the biggest difference. Newly engaged couples research and call in the evenings. Corporate admins search for planners during their lunch breaks. A call at 9 PM on a Tuesday turns into a consultation booked for next week, not a voicemail that might be returned.
This isn't about replacing your personal touch. It's about capturing the initial inquiry so you can bring your creativity and expertise to the consultation. You still design the events. The AI just makes sure those opportunities don't slip away while you're making someone else's event perfect.
Event planners miss most calls while on-site managing events or meeting with vendors.
Each missed inquiry represents thousands in potential revenue walking to a competitor.
Most couples and clients research and call after work hours when planners are unavailable.
Common event planners calls we handle
Our AI understands your business and handles these calls automatically.
| Call Type | Peak Timing | What AI Captures | Resolution |
|---|---|---|---|
💒Wedding planning consultation | Evenings, weekends | Event date, guest count, venue preferences, budget range | Consultation booked |
🏢Corporate event inquiry | Business hours | Company, event type, date, attendee count, objectives | Meeting scheduled |
🎂Birthday / Anniversary party | Evenings, weekends | Event type, date, guest count, theme preferences | Consultation booked |
🎓Graduation / Milestone celebration | Spring season | Event date, venue needs, catering requirements | Consultation booked |
🤝Vendor coordination call | Business hours | Vendor name, event reference, issue or request | Lead captured |
📋Existing client check-in | Anytime | Client name, event, question or update | Callback scheduled |
💵Pricing and packages inquiry | Anytime | Event type, date, budget expectations | Lead captured |
❓"Do you plan [specific event type]?" | Anytime | Event details, contact info, availability | Consultation booked |
Integrates with your event planners tools
After every call, NextPhone can update your CRM, add new contacts, book appointments, and trigger workflows automatically.
HoneyBook
Create leads and book consultations automatically
Aisle Planner
Sync client inquiries and event details
Dubsado
Add prospects and trigger workflows
Planning Pod
Create event leads and capture requirements
Google Calendar
Book consultations into available slots
Zapier
Connect to 5,000+ other apps
From ring to booked revenue.
NextPhone handles the entire booking process autonomously, creating a seamless flow of data from the first ring to your calendar.
Trained on your website
We customize NextPhone to YOUR services, pricing, and booking flow.
Books into your calendar
Checks YOUR availability in real-time and schedules jobs instantly.
Syncs to your stack
Everything flows to YOUR CRM, calendar, and tools automatically.
Call Resolution Rate
First 7 Weeks
Every call picked up,
and handled perfectly.
When phones get busy or the office is closed, NextPhone takes over instantly—no more voicemail black holes.
Unlimited calls included
Flat monthly rate. No per-call or per-minute charges, ever.
Instant transfers
Complex calls route to your team immediately when needed.
Phone numbers anywhere
Get local numbers from any US, Canadian, or international area code.
20+ languages
Serve customers in Spanish, French, Mandarin, and more.
I was losing wedding leads every Saturday while I was on-site at other weddings. Now my AI receptionist books consultations while I'm making someone else's big day perfect. I've added 8 new weddings this season from calls I would have missed.
Simple, transparent pricing
Most customers recover the monthly cost from a single appointment.
Nextphone Pro
For lean teams getting started.
- Converts leads to booked appointments automatically
- Syncs with your calendar & CRM
- Unlimited calls (no per-minute charges)
- Call transcripts & summaries
- Custom training included
- No contracts, cancel anytime
Nextphone Enterprise
For multi-location teams.
- Multiple lines & locations
- Advanced routing & integrations
- Dedicated onboarding support
- Priority 24/7 support
Frequently Asked Questions
Everything you need to know about NextPhone
The AI receptionist is trained specifically for event planners. It answers customer questions, collects booking information, and schedules appointments based on your availability. It works 24/7 to ensure you never miss a customer.
Yes! The AI can book appointments, consultations, and services instantly. It checks your calendar availability and confirms appointments with customers in real-time, sending automatic confirmations.
The AI is trained to handle common event planners questions. For complex inquiries, it captures all customer details and schedules a callback with you, ensuring no lead is lost.
The AI works 24/7, including evenings, weekends, and holidays. It can book appointments, answer questions, or take messages when you are unavailable, ensuring customers always get a response.
Yes! You can configure the AI to ask qualifying questions about services needed, budget, timeline, and location. It routes qualified leads to you and filters out non-ideal customers.
The AI sounds natural and professional. We recommend transparency - you can configure it to identify itself as your virtual receptionist. Most customers appreciate the instant response regardless of whether it is AI or human.
Yes! NextPhone integrates with popular scheduling, CRM, and management tools for event planners. Appointments and customer information sync automatically to your existing systems.
NextPhone costs $199/month with unlimited calls - no per-minute charges or hidden fees. Includes custom training, CRM integration, call transcripts, and summaries. No contracts, cancel anytime.
Still have questions? Contact our support team
Industries We Serve
NextPhone works for businesses like yours
Turn your phone lines into a
24/7 booking engine.
See a live demo and have NextPhone answering calls in under a week.