AI for Events, Catering & Wedding Planning
Your next client is calling right now. Are you free to answer? Our AI handles every inquiry, sends quotes in minutes instead of days, and coordinates vendors seamlessly so you can focus on creating unforgettable events.
Why Event Professionals Choose Yes AI
More Inquiries Handled
Never miss a lead again. AI captures and qualifies every inquiry across phone, email, and web forms simultaneously
Always Available
Respond to excited couples and corporate clients at midnight, on weekends, and during your busiest event days
Average Quote Turnaround
Instant branded proposals turn warm leads into confirmed bookings before competitors even check their inbox
Booking Increase
Convert more inquiries into signed contracts with immediate follow-up and personalised proposals
Comprehensive AI Solutions for Events & Catering
Inquiry Handling & Qualification
AI answers every call and message instantly, qualifies leads by event type, date, guest count, budget, and dietary requirements, then delivers hot leads directly to your inbox ready for follow-up
Quote & Proposal Automation
Generate detailed, branded quotes based on your pricing tiers, menu options, and service packages in minutes instead of hours. AI customises proposals based on event specifics and sends professional documents automatically
Vendor & Supplier Coordination
AI coordinates with your preferred vendor network for floristry, photography, entertainment, AV, and hire equipment, sending availability requests and confirming bookings on your behalf
Guest Management & RSVPs
Handle guest list management, dietary requirements collection, seating preferences, RSVP tracking, and day-of guest communication through automated multi-channel workflows
Day-of Event Coordination
AI manages the event timeline, sends run-sheet reminders to vendors and staff, handles last-minute guest queries, and keeps everything on track so you can focus on execution
Post-Event Follow-up & Reviews
Automated thank-you messages, feedback surveys, review requests, and referral prompts sent at the perfect timing after each event to build your reputation and generate word-of-mouth
See How AI Can Transform Your Operations
Get a personalized demo and ROI assessment for your business in a free 20-minute consultation.
Built Specifically for Event Professionals
Event-Specific AI Training
Our AI understands event industry terminology, seasonal demand patterns, and the emotional dynamics of wedding and celebration planning to communicate with appropriate warmth and professionalism
Menu & Catering Intelligence
AI manages complex dietary requirements, allergen tracking, menu customisation options, and per-head pricing calculations across your full range of catering packages
Multi-Event Calendar Management
Intelligent scheduling that prevents double-bookings, manages bump-in and bump-out windows, coordinates shared venues, and accounts for seasonal peak periods
Lead Scoring & Pipeline Analytics
AI scores incoming leads based on event size, budget fit, and conversion likelihood, helping you focus your personal attention on the highest-value opportunities
Real-World Applications
Wedding Planning Business
Challenges:
- •Inquiries arrive at all hours from excited couples
- •Hours spent creating custom quotes for each wedding
- •Coordinating 10+ vendors per event
- •Losing leads to faster-responding competitors
AI Solutions:
- 24/7 AI responding with warmth and excitement
- Automated quote builder with package customisation
- Vendor coordination and availability checking
- Instant response within seconds of inquiry
Results:
Doubled inquiry conversion rate, reduced quote turnaround from 48 hours to 15 minutes, and managed 40% more weddings without additional staff
Corporate Catering Company
Challenges:
- •High volume of repeat orders needing quick turnaround
- •Complex dietary requirements across large groups
- •Last-minute changes and additions
- •Inconsistent quoting across sales team
AI Solutions:
- Automated reorder system for regular clients
- AI dietary tracking and menu recommendation
- Real-time order modification handling
- Standardised AI-generated quotes with approved pricing
Results:
Processed 50% more orders with same team size, eliminated dietary tracking errors, and improved client retention by 30% through faster service
Venue & Event Space
Challenges:
- •Multiple inquiry channels overwhelming small team
- •Complex availability across different spaces and configurations
- •Long sales cycle from inquiry to signed contract
- •Difficult to showcase venue to interstate or overseas clients
AI Solutions:
- Centralised AI handling all inquiry channels
- Real-time availability with space configuration options
- Automated nurture sequence with virtual tour links
- AI-qualified leads delivered with event brief attached
Results:
Reduced response time from 24 hours to 2 minutes, increased booking conversion by 35%, and freed venue coordinator for site inspections and client meetings
Compliance & Regulatory Support
Event businesses juggle food safety, liquor licensing, venue permits, and workplace health obligations simultaneously — often across multiple council jurisdictions per month. Our AI tracks requirements for every event so nothing slips through the cracks.
Implementation Roadmap
Event Business Discovery
- Audit current inquiry handling, quoting, and booking workflows
- Map event types, service packages, menu options, and pricing tiers
- Identify key vendor relationships and coordination requirements
- Review seasonal demand patterns and capacity constraints
- Assess existing CRM and event management software integrations
- Design AI deployment plan tailored to your event business model
Inquiry & Quoting Automation
- Deploy 24/7 AI inquiry handling across phone, email, and web
- Implement automated quote generation with your pricing and packages
- Set up guest management and RSVP tracking workflows
- Configure vendor coordination and availability checking
- Train your team on AI-assisted event planning workflows
- Launch with monitoring to fine-tune responses and conversion
Full Event Lifecycle Automation
- Enable day-of event coordination with run-sheet automation
- Deploy post-event follow-up and review generation workflows
- Implement lead scoring and pipeline analytics dashboard
- Roll out vendor portal for self-service availability updates
- Integrate with accounting software for deposit and invoice tracking
- Establish continuous optimisation with seasonal adjustment protocols
Frequently Asked Questions
Stop Losing Leads to Voicemail on Saturdays
Your best inquiries arrive when you are on-site running events. AI captures every lead, sends branded quotes in minutes, and books consultations while you create unforgettable experiences.