# AI Receptionist for Party & Event Rentals Source: https://insertchat.com/industries/party-rentals > Collect rental requests with dates, items, and venues while your crew delivers and sets up. An AI receptionist for party and event rental companies answers calls and texts while your crews are delivering and setting up, using your catalog, delivery zones, and policies. InsertChat’s assistant collects the event date, items, quantities, and venue details for your team to confirm, explains the deposit and cancellation terms you publish, and puts event-day problems in front of a person at once. ## Turn a graduation party text into an order request Example workflow: Text message. 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 parent texts your InsertChat number at 9 p.m., three weeks before the party. > Do you have a 20x30 tent, 10 round tables, and 80 white chairs for Saturday, June 21? It’s for a backyard graduation party. ## Answer from your catalog Confirm you carry that tent size, round tables, and white chairs, then share the delivery fee for the caller’s town and your deposit policy. ## Collect the order details Record the date, items, and quantities, then ask whether the tent goes on grass or pavement and how wide the side gate is. ## Pass it to your team Your team checks the date against your own records and confirms the order. The assistant doesn’t hold items or take the deposit. ## Your team sets the boundaries Missing chairs or a late truck on event day, tent trouble in bad weather, damage disputes, and changes inside 48 hours of an event go to your team at once. ## What it handles for party and event rental companies Handled by your assistant: - Availability requests, collected with the date, items, and quantities for your team to confirm - Tent, table, chair, linen, and inflatable questions answered from your catalog - Delivery zones, setup and pickup windows, and the fees you publish - Deposit, rain, and cancellation policies, explained as written - Wedding and corporate event inquiries, saved with the details your team needs to price them Sent straight to your team: - Missing items or a late delivery on event day - Tent or weather problems during an event - Disputes over damaged or unreturned items after pickup - Changes within 48 hours of an event - Tent permit and site questions ## What it asks and what it needs to know Details it collects: - Contact name, mobile number, and email - Event date, start time, and guest count - Items and quantities, from tents to linens - Venue address and type, such as a backyard, park, or hall - Setup surface and access, like grass, pavement, stairs, or a narrow gate - Delivery and pickup windows the venue allows - Whether the venue asks vendors for a certificate of insurance What to add to its knowledge: - Rental catalog with sizes, colors, and per-item prices - Delivery zones and fees, including setup and teardown - Deposit, rain, and cancellation policies - Tent sizes, seating capacity, and site requirements - Damage waiver terms and cleaning fees - Availability you choose to publish, such as sold-out dates ## Can an AI receptionist check rental availability for a date? It collects the request, and your team confirms availability, because InsertChat doesn’t connect to rental inventory. The assistant records the event date, each item and quantity, the venue, and the setup surface, then marks the request for a person. If you publish sold-out dates or items you always have plenty of, it can share those. Once your team confirms, the contract goes out from your own system. ## Will it take deposits or reserve items for customers? No. It explains your deposit, rain, and cancellation policies as you wrote them, and it never takes card details or payments. Add a line saying nothing is reserved until your team confirms, and the assistant says so whenever someone asks about a date. Requests to waive a fee or to change an order within 48 hours of the event go to a person. ## How much does an AI receptionist for party and event rental companies cost? For $98 a month, Pro gives a rental company three team seats, three AI assistants, a phone number, and a monthly credit balance. Calls are counted in whole minutes against your credits, and texting or WhatsApp can carry separate fees. Check the usage estimate on the pricing page against your busiest month of weddings and graduations. Annual billing is 10 monthly payments upfront. ## Can customers share a venue layout or photos of the yard? Yes, in the chat on your website. Customers can attach a venue floor plan, a sketch of where the tent should go, or photos of the yard, and your team sees them with the conversation. Texted photos are routed to a person rather than answered by the assistant. ## Can it answer on event days when everyone is out delivering? Yes. Have calls ring your event-day manager’s mobile for 5 to 60 seconds, and the assistant picks up whenever nobody answers. A customer reporting missing items or a tent problem is marked urgent and your teammates get an email, with the event address and what’s wrong already noted. The customer hears that your team will follow up. ## Will it connect to our rental software? No. InsertChat doesn’t connect to party rental or inventory software, so orders stay in the system you use now. It can book calendar appointments, such as a showroom visit to see linens or a site visit before a large tent install, in Google Calendar, Calendly, Outlook, Cal.com, or InsertChat’s own calendar. ## Can we keep our rental company’s phone number? Rental companies in the US and Canada can keep it. Leave the number on your trucks and contracts, and forward its calls to the routing number InsertChat provides. A verification call confirms the forwarding works before customers rely on it. Businesses in other countries can pick a local or toll-free InsertChat number where available, and porting isn’t offered. ## Related features - [AI receptionist](https://insertchat.com/product/phone) - [AI text messaging](https://insertchat.com/product/sms) - [Lead capture](https://insertchat.com/product/lead-capture)