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Event Chatbots: Everything You Need to Know in 2023

by | Feb 10, 2023

What is an event chatbot?

An event chatbot is designed to instantly interact with people attending a live event to answer all questions. In other words, it’s simply a bot that talks like a human. The purpose of an event chatbot is to provide automated conversations with people who would otherwise not be able to communicate directly with a person.

Image showing the definition of event chatbot.

The benefit of using a chatbot for events

Event chatbots provide attendees immediate access to information before, during, and even after an event. This means that questions and concerns can be quickly addressed without waiting for a human representative.

An event chatbot can also provide valuable insights about the attendees and their preferences, enabling organizers to create a more tailored experience for each person who attends. Let’s take a deep dive into how event chatbots work.

illustration of capacity offering a user the choice of "yes" or "no" to the question "would you recommend this product to a friend" as well as a response from capacity saying "great, how would you rate your overall experience with us today" and then four stars out of five selected

Automate Your Work

Capacity’s enterprise AI chatbot can help:

  • Answer FAQs anytime, anywhere
  • Find relevant documents within seconds
  • Give surveys and collect feedback

How event chatbots use NLP (Natural Language Processing)

Event chatbots are automated that use natural language processing (NLP) to enable event attendees to interact with the bot in a natural language, such as English, Spanish, or any other natural language. This eliminates the need for complex coding, meaning even those who need more technical expertise can create a fully-functioning chatbot.

Using NLP, a chatbot can understand and interpret conversations between users and provide helpful information or suggestions based on their queries. For example, an event-goer might ask, “What time does my favorite speaker start?” The event chatbot could understand this question and respond with the correct answer.

Five use cases for event chatbots

  • Support Attendees with an event chatbot. Event chatbots can help attendees by providing real-time answers to their questions or offering suggestions based on the event agenda.
  • Collect Important Information with event chatbots. Event chatbots can collect valuable information from the attendees and store it in the system. This makes it easier for organizers to analyze the data, understand the attendees’ preferences and needs, and create a more tailored event experience.
  • Create a streamlined check-in process with an AI-powered event chatbot. Event chatbots can help make the check-in process faster and smoother by automatically verifying attendees’ identities, scanning their tickets, and signing them in with a single click.
  • Provide personalized information to attendees. Event chatbots can provide customized information to attendees, such as event reminders and updates, tailored to their specific needs and preferences.
  • Expand the reach of an event via a chatbot. With an event chatbot, organizers can engage with more people and reach a wider audience. It also allows them to continue the conversation even after the
Image showing five use cases for event chatbots.

Enhance networking opportunities with event chatbots

One of the biggest benefits of in-person events is finding new connections, products, and general networking. A chatbot helps to facilitate this process by allowing attendees more time to connect and start conversations. Additionally, it can help attendees find new contacts or invite them to various networking sessions.

Case Study: event chatbots in action

Festival of Nations: Capacity acted as the event chatbot for St. Louis’ local “Festival of Nations,” providing attendees with immediate access to FAQS, including a map of the grounds, schedule, and parking information. You can check out their website to see it in action.

Graphic showing the festival of nations event chatbot.

With the heavy volume of visitors, Capacity allowed organizers to focus on the monumental effort it takes to put on a great event vs. responding to a heavy volume of questions.

Choose the right chatbot for your event

When choosing the right AI chatbot for your event, think of it like dating. Okay, maybe not like dating, but you want to find a chatbot with a personality that will engage your attendees and make them feel appreciated. It should also include the skills to answer their questions quickly, accurately, and with style. After all, the best chatbot for your event is one that makes it more enjoyable and interactive – not one that leaves your guests feeling frustrated or unheard. So don’t settle for just any bot – find the right one to leave a lasting impression on your guests!

Image explaining the characteristics of a successful event chatbot.

5 things to ensure your event chatbot is a success

If you want your event chatbot to succeed, careful consideration and planning are necessary. You’ll need to understand the needs of your attendees and select the best technology. Here are five essential components for creating a successful event chatbot. Make sure your event chatbot is:

  1. Easy to use: Your event chatbot should have an intuitive, user-friendly interface so anyone can easily interact.
  2. Secure: Your event chatbot should be secure and encrypted to ensure data privacy. Make sure that your event chatbot is SOC2 compliant.
  3. Accurate: Your event chatbot should provide accurate answers to user queries in real time.
  4. Scalable: Your event chatbot should be able to handle large quantities of data, as well as an influx of users during peak times.
  5. Customizable: Your event chatbot should be customized to adapt to changes and new requirements.

Finally, don’t forget that your event chatbot reflects you and your brand – make sure it’s polished, professional, and ready for prime time! With the correct planning and technology, you can create an AI-powered assistant that will help elevate your event experience from

10 AI chatbots to help kick off your next live event

Image showing the top event chatbot companies.

1. Capacity – helps event organizers create a better experience for medium and large-sized events by providing personalized responses. Whether event organizers need a way to deliver FAQs, parking info, or venue specifics, Capacity is built on deflecting and answering many questions.

2. Eventbot – allows users to quickly search for events near them using natural language processing (NLP) technology. It also provides suggestions on nearby restaurants, transportation options, and more. One drawback of Eventbot is that it requires a third-party calendar integration to pull event information.

3. SpotMe is a mobile-first event chatbot designed to help attendees get the most out of their events by providing real-time updates, personalized information, and networking opportunities. There are some limitations with SpotMe. It is only available on mobile, requiring manual setup to get started.

4. EventTone lets organizers launch customized conversations with attendees using Messenger or SMS. Some cons of EventTone are that it is only available in the US and Canada, and there are additional fees for international use. Also, it does not provide any analytics or reporting.

5. BotPenguin helps event hosts create custom guest experiences through automated check-ins, notifications, surveys, and more. One detractor is that BotPenguin currently only supports Facebook Messenger for check-ins.

6. Converse AI provides conversational AI solutions to help event planners create unique interactions with attendees before, during, and after an event. One con is that users say BotPenguin is slightly slow to respond to queries.

7. Gatherly utilizes artificial intelligence (AI) to provide attendees with a virtual networking space and an automated check-in process. If event organizers had to cite some challenges with Gatherly, it would have a limited geographical reach, as it is only available in the US and Europe.

8. Uplift – helps organizers create personalized experiences for their guests by providing automated check-ins, reminders, notifications, and more. A few cons about Uplift include that it can be expensive and the setup process can take a while.

9. EventXD – provides event organizers with a multi-channel chatbot solution to help them engage with their guests before, during, and after the event. A limitation of EventXD is that it is less customizable than other solutions on this list.

10. Chatler boasts an amalgamation of natural language processing (NLP) technology and AI algorithms to provide businesses with real-time automated conversations. In addition, this platform has ready-made templates for the easy setup of event chatbots. However, it is costly, and setting up the bots can consume time.

The bottom line

Event chatbots are becoming increasingly important for event organizers to ensure guests have a great experience. Event chatbots can provide personalized responses, suggest nearby restaurants, deliver FAQs and parking information, automate check-ins, send notifications, and more.

Capacity stands out as the best event chatbot because it uses the latest AI technology to provide real-time automated yet personalized responses. With Capacity, event organizers no longer have to worry about many inquiries and messages as this chatbot can deflect many questions, reducing the manual labor needed for communication tasks. As AI algorithms evolve, Capacity can provide more accurate and valuable responses to guests and keep their conversations engaging. Finally, Capacity is also simple to set up so event organizers can start immediately. With all these features, Capacity stands as the best event chatbot for events of any size.

illustration of capacity offering a user the choice of "yes" or "no" to the question "would you recommend this product to a friend" as well as a response from capacity saying "great, how would you rate your overall experience with us today" and then four stars out of five selected

Automate Your Work

Capacity’s enterprise AI chatbot can help:

  • Answer FAQs anytime, anywhere
  • Find relevant documents within seconds
  • Give surveys and collect feedback

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