# AI Receptionist for Event Venues: Book Tours Source: https://insertchat.com/industries/event-venues > Answer date, capacity, and package questions, book venue tours, and route event-day issues to your coordinator. An AI receptionist for event venues answers calls, website chat, texts, and email while your coordinators run events, using your spaces, packages, and venue rules. InsertChat’s assistant answers capacity, pricing, and vendor questions, records the date, guest count, and budget on every inquiry, books venue tours into your calendar, and flags event-day problems for staff. ## Turn a late-night wedding inquiry into a booked tour Example workflow: Website chat. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. An engaged couple messages your venue’s website at 10 p.m., while your coordinator is closing out tonight’s wedding. > Is Saturday, October 16, 2027 still open? We’re expecting about 140 guests, and we’d love to use our own caterer. ## Answer from your venue rules Share the ceremony and reception capacity, the Saturday rental fee you publish, and your outside-caterer policy, including any license or insurance requirement. ## Record the inquiry Save the date, guest count, ceremony location, and budget on the couple’s contact, marked as a high-intent lead for your sales coordinator. ## Book a tour Offer tour times from the windows you set, such as weekday evenings and Sunday afternoons, and book the one the couple picks. ## Your team sets the boundaries Your coordinator confirms the date, writes the contract, and takes the deposit. Injured guests, power or weather problems, vendor no-shows, and contract or refund disputes go to staff at once. ## What it handles for event and wedding venues Handled by your assistant: - Date inquiries, recorded with the event type and guest count for your team to confirm - Capacity for ceremony, reception, and cocktail setups - Rental fees, packages, minimums, and what each includes - Catering, alcohol, decor, and music rules, plus your preferred vendor list - Parking, accessibility, nearby lodging, and rain plans - Venue tours booked into your calendar Sent straight to your team: - Guest injuries or medical emergencies during an event - Power, water, or weather problems on event day - Vendors missing or locked out on event day - Changes to a booked event inside your cutoff window - Contract, deposit, and refund disputes ## What it asks and what it needs to know Details it collects: - Names, phone number, and email for the couple or planner - Event type, such as a wedding, gala, or company dinner - Preferred date and backup dates - Guest count for the ceremony and the reception - Budget range and the package they’re considering - Caterer, planner, or other vendors already booked - How they found you, saved as the lead source What to add to its knowledge: - Each space with its seated, standing, and ceremony capacity - Rental fees by day and season, plus minimums - Package inclusions, from tables and chairs to the getting-ready suite - Catering, bar, decor, candle, and noise rules - Preferred and required vendor lists - Tour hours, deposit schedule, and cancellation policy ## Can an AI receptionist check if a venue date is open? It records the date and leaves the answer to your team, since InsertChat doesn’t connect to venue management or event booking software. The assistant saves the preferred and backup dates, guest count, and event type, and marks the inquiry as a lead. If you publish dates that are already booked, it says so straight away. Your coordinator confirms the date and sends the contract from your own system. ## Can it book venue tours? Yes. Set tour windows, such as Tuesday to Thursday evenings and Sunday afternoons, a tour length of up to 120 minutes, and the minimum notice you need. The assistant offers two to five open times and books the one the couple picks into InsertChat’s calendar, Google Calendar, Outlook, Calendly, or Cal.com. Tours it books can get a text or email reminder 72 and 24 hours before. ## Does it answer vendors and planners too? Yes. Add your load-in times, dock and parking instructions, insurance requirements, and noise curfew, and caterers, florists, bands, and planners get answers without calling your coordinator. A vendor locked out or missing on event day is marked urgent. Questions about a specific contract stay with your team. ## How much does an AI receptionist for event venues cost? Pro costs $98 a month, about $3.27 a day, for one phone number, monthly credits, three team seats, and three AI assistants. A venue group can give each property its own assistant with its own spaces and prices. Calls round up to whole minutes, and each extra number is $10 a month. Annual billing is 10 monthly payments upfront. ## Can planners send us a floor plan or an insurance certificate? Yes, in your website chat. Couples and planners can attach a floor plan, a seating chart, or a vendor’s certificate of insurance, and your coordinator sees it with the conversation. Texted photos go to a person on your team rather than the assistant. ## What if nobody staffs the office on event weekends? Set your office hours and time zone, and every call outside them goes to the assistant. During an event, you can have calls ring your coordinator’s mobile for 5 to 60 seconds first, so the assistant only answers when nobody picks up. ## Can we keep our venue’s phone number? Venues in the US and Canada keep their number and forward calls to InsertChat, confirmed with a verification call before couples rely on it. Elsewhere, choose a local or toll-free InsertChat number where available. InsertChat doesn’t port numbers. ## Will it negotiate prices or offer discounts? No. It quotes the prices and off-peak rates you publish and nothing else. Requests for a discount, a waived fee, or a custom package are saved for your coordinator, because by default the assistant asks a person before anything outside your approved rules. ## Related features - [Scheduling](https://insertchat.com/product/scheduling) - [Lead capture](https://insertchat.com/product/lead-capture) - [Website chat](https://insertchat.com/product/website) ## Broader industry - [Hospitality & events](https://insertchat.com/industries/hospitality-events): Answer guests, couples, and event planners while your team looks after the people in front of them.