# AI Receptionist for Wedding & Event Planners Source: https://insertchat.com/industries/wedding-planners > Qualify couples by date, budget, and guest count, book discovery calls, and catch wedding-week emergencies. An AI receptionist for wedding and event planners answers calls, website chat, texts, email, and WhatsApp while you’re on site with clients, using your services, packages, and process. InsertChat’s assistant explains full planning, partial planning, and day-of coordination, qualifies each inquiry by date, budget, and guest count, books discovery calls, and flags current-client emergencies for you. ## Qualify a newly engaged couple and book the discovery call 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 couple calls on a Sunday evening while you’re running a rehearsal dinner across town. > We just got engaged and we’re thinking fall 2027, around 120 guests, budget maybe $60,000. Do you do full planning, or only day-of coordination? ## Explain your services Describe full planning, partial planning, and month-of coordination as you wrote them, with starting fees and what each one covers. ## Qualify the inquiry Ask whether they have a venue, their preferred season and region, and the style they have in mind, then save the answers on their contact. ## Book the discovery call Offer times for a 45-minute call from the hours you set and book the one they choose, with reminders before it. ## Your team sets the boundaries Contracts, fees, and vendor negotiations stay with you. A current client’s wedding-week emergency, such as a vendor cancellation or a venue problem, is marked urgent and you get an alert. ## What it handles for wedding and event planners Handled by your assistant: - Questions about full planning, partial planning, and day-of coordination - Starting fees and what each package covers - Inquiries qualified by date, budget, guest count, and venue status - Discovery calls booked on your calendar - Destination, corporate, and milestone event questions - Preferred vendor recommendations you choose to share Sent straight to your team: - Vendor cancellations or no-shows during a client’s wedding week - Venue, weather, or transport problems on event day - A guest or client hurt at an event - Contract, payment, and refund disputes - Unhappy clients and complaints about a vendor ## What it asks and what it needs to know Details it collects: - Names, phone numbers, and email - Event type and preferred date or season - Guest count and budget range - Whether a venue is booked, and where - Planning level they want - Style, culture, or traditions to plan around - How they heard about you What to add to its knowledge: - Each planning package with its starting fee and timeline - Your planning process from first call to wedding day - Areas you serve and travel or destination fees - Preferred vendors you’re happy to recommend - Booking, retainer, and cancellation terms - Discovery call length and what couples should prepare ## Can an AI receptionist qualify wedding inquiries? Yes. Write the questions you ask on every first call, such as date, guest count, budget, and whether a venue is booked, and the assistant asks them in conversation and saves the answers on the contact. A couple asking to book a call is flagged as a high-intent lead. If an inquiry falls below your minimum, the assistant shares the smaller package or referral you wrote for that case. ## Will it recommend vendors to my couples? Only the ones you list. Add your preferred photographers, florists, caterers, and bands with a line about each, and the assistant shares them when a couple asks. It never invents a recommendation, and it doesn’t book or contact vendors on your behalf. ## How do current clients reach me in an emergency? They call or text the same number. Have calls ring your mobile for 5 to 60 seconds first, and the assistant answers when you can’t. A client reporting a vendor cancellation or a venue problem is marked urgent, you get an email alert, and the summary tells you exactly what’s wrong. InsertChat doesn’t transfer live calls, so share the number clients should use on the day itself. ## How much does an AI receptionist for wedding planners cost? Pro costs $98 a month for one phone number, monthly credits, three seats for you and your associate planners, and three AI assistants. Calls round up to whole minutes, and texts or WhatsApp messages can carry their own fees. Annual billing is 10 monthly payments upfront. New customers can try Pro free for 7 days with 500 credits; a card is required. ## Does it work with my planning software? InsertChat doesn’t connect to wedding planning software. If you track clients in HubSpot or Zoho CRM, the assistant can create contacts there with the permissions you allow. Discovery calls book into InsertChat’s calendar, Google Calendar, Outlook, Calendly, or Cal.com. ## Can it sound like my brand? Yes. Name the assistant, set its tone, choose from 10 voices, and write the greeting callers hear first, up to 200 characters. Answers come from the services and process you describe, so it sounds like your studio rather than a call center. ## Can couples text me mood boards? Couples can text your InsertChat number with questions and get answers from your knowledge. Picture messages skip the assistant and go to you, and couples can also attach images in your website chat. ## Can I keep my business number? Planners in the US and Canada keep their number and forward calls to InsertChat, tested with a verification call. Elsewhere, pick a local or toll-free InsertChat number where one is available. Number porting isn’t offered. ## Related features - [Lead capture](https://insertchat.com/product/lead-capture) - [Contacts](https://insertchat.com/product/crm) - [AI text messaging](https://insertchat.com/product/sms) ## 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.