AI Assistant for Event Coordination

Planning an event is exciting. Making 30 phone calls to pull it off is not. Here's how AI handles the tedious vendor calls, venue checks, and attendee confirmations so you can focus on the event itself.

The hidden phone call problem in event planning

Every event, no matter the size, comes with a stack of calls. A 50-person corporate dinner might require:

4–6 calls to venues checking availability and pricing
3–5 calls to caterers for menus and quotes
2–3 calls to AV or equipment rental companies
10–20 calls to confirm attendee RSVPs
Follow-up calls when people don't answer the first time

That's 25–40 calls for a single event. At 10–15 minutes per call (including hold time, callbacks, and voicemails), you're looking at 6–10 hours of phone work. For a wedding? Double it. For a multi-day corporate offsite? Triple it.

Most event planners and coordinators spend more time on the phone than on actual planning.

How KallyAI handles event coordination calls

KallyAI works as your AI executive assistant for event-related calls. You describe what you need, and KallyAI makes the calls, collects the information, and reports back with results and full transcripts.

Here's what that looks like in practice:

Venue availability: "Call these 5 venues and ask if they have space for 50 people on March 15th. Get pricing for a 3-hour evening event with a private room."
Catering quotes: "Call these caterers and ask for a per-person price for a plated dinner for 50. Ask about dietary accommodation options and minimum order requirements."
Vendor coordination: "Call the florist, photographer, and DJ. Confirm they're available on March 15th from 5–10pm. Get final pricing."
Attendee confirmations: "Call each person on this list and confirm whether they're attending the March 15th dinner. Note any dietary restrictions."

You get structured results for every call, plus a full transcript so nothing gets lost.

Example workflow: Planning a 50-person corporate dinner

Here's a real scenario showing how KallyAI saves hours on a corporate event:

Day 1 — Venue and catering research (15 minutes of your time)

You submit 5 venue calls and 4 catering calls to KallyAI. While you're in meetings, KallyAI calls each one, asks your specific questions, and collects answers. By end of day, you have a comparison of all 9 options without making a single call yourself.

Day 3 — Vendor booking (10 minutes of your time)

You've picked a venue and caterer. You submit calls to confirm bookings, plus calls to an AV company and a florist. KallyAI handles the back-and-forth, confirms dates, and gets you written pricing.

Day 7 — Attendee confirmations (5 minutes of your time)

You submit a list of 50 attendees with a confirmation script. KallyAI works through the list, notes RSVPs, records dietary restrictions, and flags anyone who didn't answer for a follow-up round.

Time comparison

Total time spent by you: ~30 minutes across the week
Total time saved: 8–12 hours of phone calls

Planning an event? Let AI handle the calls.

From venue research to attendee confirmations, KallyAI handles the phone work. Try for $1 with 100 credits.

Try KallyAI for $1

Event types where AI coordination shines

Event Type	Typical Calls	Time Saved with AI
Corporate dinner (50 people)	25–40 calls	6–10 hours
Wedding planning	50–80 calls	15–25 hours
Birthday party	10–20 calls	3–5 hours
Team offsite (3 days)	30–50 calls	8–15 hours
Conference or seminar	40–70 calls	12–20 hours
Holiday party	15–30 calls	4–8 hours

When to use AI vs. handle calls yourself

Let KallyAI handle it

Initial venue and vendor research (availability, pricing, menus)
Collecting quotes from multiple providers
Confirming attendee RSVPs
Routine follow-ups and reminders
Checking on delivery schedules and setup times

Handle it yourself

Final contract negotiations with venues
Sensitive conversations about budget changes
Complex menu customization discussions
Last-minute day-of coordination that requires real-time judgment

The pattern

AI handles the information-gathering and confirmation calls. You handle the decision-making and relationship calls.

Comparison: Event coordination approaches

Approach	Cost	Time Investment	Scalability
Do it yourself	Free	10–25+ hours	Low—you're the bottleneck
Hire an event planner	$2,000–10,000+	2–5 hours (oversight)	High—but expensive
Virtual assistant	$500–2,000	3–8 hours (briefing + oversight)	Medium
KallyAI ($49/mo Professional)	$49/month	30–60 minutes	High—scales to any event size

Frequently Asked Questions

Can AI really call venues and caterers?

Yes. KallyAI makes real phone calls to real businesses. You provide the phone number and what to ask, and KallyAI handles the conversation, waits on hold, navigates phone menus, and reports back with answers and a full transcript.

What if the vendor asks a question I didn't anticipate?

KallyAI sticks to the information you've provided. If a vendor asks something outside the brief, KallyAI lets them know it will follow up, and flags the question for you. You review it and decide how to respond, either by sending KallyAI back with the answer or calling yourself.

How many vendor calls can I make per month?

It depends on your plan. Lite ($9/month) includes 15 calls. Professional ($49/month) includes 100 calls. Executive ($199/month) includes 600 calls. For a large event, Professional or Executive usually covers it. You also get 100 credits for $1 to try it out.

Can I use KallyAI for recurring events?

Absolutely. If you run monthly team lunches or quarterly off-sites, you can reuse similar call briefs each time. The process gets faster as you refine your templates.

Does KallyAI handle international vendor calls?

KallyAI currently makes calls to US phone numbers. For international events, you can use KallyAI for US-based vendors and handle international calls separately.

Your next event, minus the phone tag

Start with a few vendor research calls and see how much time you save. KallyAI includes 100 credits for $1—money-back guarantee.