The Phone Call Chaos of Event Planning
!Each event generates 50-100+ vendor calls
Venue visits, catering tastings, equipment rentals, entertainment booking, transportation, hotels — every aspect of an event requires multiple phone conversations with multiple vendors.
!Vendor availability changes constantly
The photographer you wanted just booked the date. The venue has a hold expiring today. The caterer needs a headcount by Friday. Every call is time-sensitive.
!Multiple events overlap
You’re not planning one event — you’re planning three to five simultaneously, each with its own vendor network, timeline, and coordination requirements.
!Last-minute changes cascade
The bride changed the color scheme. Now you need to call the florist, the rental company, the bakery, and the linen service. One change means four urgent calls.
!Personal admin gets completely ignored
During peak event season, your own doctor appointments, car maintenance, and household admin don’t just get deferred — they cease to exist in your consciousness.
How KallyAI Streamlines Event Coordination
Check venue availability and hold dates
Call multiple venues to check availability for specific dates, ask about capacity, pricing, and package options. Get comparison data without spending your day on the phone.
~25 credits eachCoordinate with caterers and food vendors
Confirm menus, headcounts, dietary restrictions, setup times, and tastings. KallyAI handles the back-and-forth so the catering logistics stay on track.
~20 creditsBook and confirm entertainment and services
DJs, photographers, videographers, florists, officiants — KallyAI calls to check availability, confirm bookings, and lock in details.
~20 credits eachHandle last-minute change coordination
When plans change, KallyAI calls affected vendors simultaneously to communicate updates, confirm new requirements, and get revised quotes.
~25 credits eachManage rental and logistics companies
Tables, chairs, linens, AV equipment, tents, portable restrooms — confirm delivery times, quantities, and setup instructions across multiple vendors.
~20 credits eachA Day in the Life: Nina, Wedding & Corporate Event Planner
Nina has a corporate gala in two weeks, a wedding in four weeks, and a proposal for a holiday party due tomorrow. Today’s call list: confirm the AV company for the gala (they haven’t responded to her email in three days), call three florists for the wedding centerpiece quotes (the bride wants peonies, which are out of season), check with the hotel about room blocks for gala guests, and call the rental company about adding 10 more chairs to the wedding order.
Before KallyAI, Nina would spend her morning in phone-tag purgatory: leaving voicemails with florists who are on-site at weddings, being put on hold by the hotel’s events department, and trading missed calls with the AV company. Three hours later, she’d have maybe two confirmed items and a growing anxiety about the florist quotes. With KallyAI, she batches all calls at 8 AM while reviewing the holiday party proposal. By 1 PM: the AV company is confirmed with an updated equipment list, all three florists have provided quotes for peony alternatives (ranunculus and garden roses at 40% lower cost), the hotel has 15 rooms held at the group rate with a cutoff date of March 1st, and the rental company has added the chairs at no extra delivery charge since they’re already delivering to the venue.
Nina finishes the holiday party proposal by 3 PM, sends the florist comparisons to her bride client by 4 PM, and leaves the office at 5:30 — a first for event season.
ROI for Event Planners
Vendor coordination calls represent the single largest time investment in event planning. KallyAI handles the routine ones.
Freed capacity lets you take on more events without sacrificing quality or your sanity.
Phone calls get through where emails sit unread. Important confirmations happen faster.
Faster vendor coordination means quicker client updates and fewer last-minute surprises.
Next Best Step for This AI Executive Assistant Workflow
Validate fit, run the math, then launch your first task in the app.
Ready to Stop Making Phone Calls?
KallyAI handles the calls event planners dread most. Try it for $1 with 100 credits and a money-back guarantee.
Try KallyAI for $1Frequently Asked Questions
Can KallyAI call multiple vendors for the same event simultaneously?
Yes. Queue all vendor calls at once and KallyAI processes them concurrently. Get quotes from five florists in the time it would take you to call one.
How does KallyAI handle vendor callbacks?
If a vendor requests a callback, KallyAI notes this in the summary. You can then submit a follow-up request for KallyAI to call back at the specified time.
Can KallyAI negotiate vendor pricing?
KallyAI gathers quotes, asks about discounts for date flexibility or bundled services, and presents options. Final negotiation decisions remain yours.
Which plan works best for event planners?
During peak season, the Power plan (1,500 credits) covers most planners. The Business plan (4,500 credits) is better for agencies with multiple planners.
Can I organize calls by event?
Include the event name in your request for easy reference. Call summaries include all details you provided, making it simple to organize by event.
Does KallyAI handle day-of coordination calls?
Yes. Submit urgent requests on event day for vendor timing updates, delivery confirmations, and last-minute changes.