# AI Receptionist for Hospitality & Events Source: https://insertchat.com/industries/hospitality-events > Answer guests, couples, and event planners while your team looks after the people in front of them. An AI receptionist for hospitality and event businesses answers calls, website chat, texts, email, and WhatsApp while your staff look after today’s guests. InsertChat’s assistant answers from your packages, menus, and policies, records the event date, headcount, and budget on every inquiry, books tours and consultations on your calendar, and flags guest safety and event-day problems for your team. ## Turn a Sunday-night party inquiry into a booked walkthrough Example workflow: Phone call. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. A caller reaches your events line at 9:15 p.m. on a Sunday, while your team is breaking down a wedding. > We’re planning my parents’ 40th anniversary for about 80 people in mid-November. Do you have a Saturday open, and roughly what would it cost? ## Answer from your packages Share the starting prices, food and beverage minimums, and room capacities you publish, so the caller gets a realistic range on the first call. ## Record the inquiry Save the occasion, preferred dates, guest count, and budget on the caller’s contact, marked as a high-intent lead for your events lead. ## Book a walkthrough Offer walkthrough times from the windows you set and book the one the caller picks, with reminders before the visit. ## Your team sets the boundaries Date holds, contracts, deposits, and custom pricing stay with your team. Guest injuries, safety threats, and event-day failures are marked urgent so staff can act at once. ## Which hospitality and event businesses use an AI receptionist? Any business that sells dates and experiences while its staff are busy delivering them: hotels, inns, and B&Bs, wedding and event venues, caterers, photographers, wedding and event planners, restaurants, and party supply and rental companies. Each page below covers that business’s calls, intake questions, and handoff rules, with an example inquiry you can test against your own setup. ## Can it tell a customer whether a date is available? It records the date and tells the customer your team will confirm it, because InsertChat doesn’t connect to hotel booking engines, venue management software, or rental inventory. If you publish sold-out weekends or blackout dates, the assistant shares them straight away. Tours, tastings, walkthroughs, and consultation calls are different: those book directly into InsertChat’s calendar, Google Calendar, Outlook, Calendly, or Cal.com. ## What happens when a guest is in danger or an event goes wrong? The caller hears the emergency instructions you wrote, such as calling 911 first and then your on-duty manager’s number. The conversation is marked urgent, your teammates get an email alert, and the summary and transcript wait in the shared inbox. InsertChat doesn’t transfer live calls, so list the numbers guests and vendors should dial for each kind of emergency. ## Does it work for party supply and rental stores? Yes. Party supply shops and rental companies add their catalog, delivery zones, and deposit and rain policies, and the assistant answers what you stock, what delivery costs, and how setup works. Rental orders are collected with the date, items, quantities, and venue for your team to confirm, since the assistant can’t see live inventory. The party rentals page walks through that workflow. ## How much does an AI receptionist for hospitality and event businesses cost? Pro is $98 a month and includes one phone number, monthly credits, three team seats, and three AI assistants, so a hotel with a restaurant or a venue with a catering arm can run a separate assistant for each. Extra numbers are $10 a month, and calls round up to whole minutes. New customers can try Pro free for 7 days with 500 credits; a card is required. ## AI receptionist vs voicemail vs a live answering service for hotels and venues | Compared | InsertChat AI receptionist | Voicemail | Live answering service | | --- | --- | --- | --- | | Answers questions | Yes, from your knowledge base | No; callers leave a message | From the script you give the operators | | Books appointments | Into the built-in calendar, Google Calendar, Outlook, Calendly, or Cal.com | No | Depends on the provider and your calendar access | | When it answers | Always, after hours, or when your team doesn’t pick up | When nobody answers | During the hours your plan covers | | Record of each call | Transcript and AI summary in the shared inbox | A recorded message | Message notes from the operator | | Urgent calls | Flagged and emailed to your team, with the safety steps you wrote; no live transfer | Heard when someone checks messages | Handled with the escalation instructions you give | | Other channels | Website chat, SMS, email, and WhatsApp from the same knowledge | Phone only | Varies by provider | | Pricing | From $98 per month with monthly credits; calls billed in whole minutes | Usually included with your phone service | Varies by provider; often per minute or per call | Voicemail and answering service details vary by provider. Check the terms of any service you compare. ## Can it answer guests in other languages? Yes. The assistant replies in the language each caller speaks or writes, using the same packages, menus, and policies. A traveler can call in Spanish, a planner can email in French, and a couple can message in Portuguese, and every conversation lands in the same shared inbox in a form your team can read. ## Can we keep the phone number on our website and booking confirmations? Businesses in the US and Canada keep their number and forward calls to InsertChat, with a verification call to confirm the forwarding works before guests rely on it. Elsewhere, pick a local or toll-free InsertChat number where one is available. Number porting is not offered. ## Can our sales and events team see every inquiry in one place? Yes. Calls, website chats, texts, emails, and WhatsApp messages land in one shared inbox with a summary, the transcript, and the details the assistant collected. Your team can assign an inquiry, leave internal notes, and take over the conversation whenever a person should reply. ## Related features - [AI receptionist](https://insertchat.com/product/phone) - [Lead capture](https://insertchat.com/product/lead-capture) - [Scheduling](https://insertchat.com/product/scheduling) ## Hospitality & events by business type - [Restaurants](https://insertchat.com/industries/restaurants): Answer hours, menu, and reservation calls without pulling staff off the floor. - [Party & event rentals](https://insertchat.com/industries/party-rentals): Collect rental requests with dates, items, and venues while your crew delivers and sets up. - [Hotels & inns](https://insertchat.com/industries/hotels): Answer guest calls about rooms, check-in, and parking day and night, and flag guest safety issues to staff. - [Event venues](https://insertchat.com/industries/event-venues): Answer date, capacity, and package questions, book venue tours, and route event-day issues to your coordinator. - [Catering](https://insertchat.com/industries/catering): Collect the date, headcount, and dietary needs on every catering inquiry, and flag day-of problems to staff. - [Photographers](https://insertchat.com/industries/photography): Share packages, book consult calls and mini-sessions, and keep every shoot inquiry while you’re behind the camera. - [Wedding & event planners](https://insertchat.com/industries/wedding-planners): Qualify couples by date, budget, and guest count, book discovery calls, and catch wedding-week emergencies.