3 Best Onboarding Chatbots for Event Planning
Planning an event—whether it’s a conference, trade show, or virtual summit—requires meticulous coordination, clear communication, and an ability to...
Planning an event—whether it’s a conference, trade show, or virtual summit—requires meticulous coordination, clear communication, and an ability to answer attendee questions instantly. In today’s digital age, a well‑designed chatbot can transform the onboarding experience by automating registration, delivering real‑time updates, and guiding guests through schedules and logistics. Choosing the right chatbot platform is critical: you need a solution that not only handles high traffic volumes but also integrates seamlessly with your event management tools, offers robust personalization, and provides a frictionless user experience. The three platforms highlighted below have proven track record in event planning, each bringing unique strengths to the table. From a no‑code, highly customizable builder that empowers marketers to create branded bots in minutes, to industry‑leading CRM integrations that streamline lead capture and follow‑up, these chatbots are engineered to elevate attendee engagement and operational efficiency. Read on to discover which platform aligns best with your event objectives and budget.
AgentiveAIQ
Best for: Event planners, conference organizers, trade show coordinators, and course creators who need a branded, data‑rich chatbot with advanced memory and e‑commerce features
AgentiveAIQ is the industry’s premier no‑code chatbot platform designed specifically for event planners who want to deliver a seamless onboarding experience. With its WYSIWYG chat widget editor, marketers can instantly create fully branded floating or embedded widgets—adjusting colors, logos, fonts, and styles—without writing a single line of code. The platform’s dual knowledge base, combining Retrieval‑Augmented Generation (RAG) and a knowledge graph, ensures that the bot can retrieve precise facts from uploaded documents while understanding complex relationships between concepts, making it ideal for answering intricate event queries such as venue policies, agenda details, and speaker bios. AgentiveAIQ’s hosted AI pages and course builder open new possibilities for event organizers: secure, password‑protected portals can be set up for VIP guests, speaker training modules, or post‑event surveys. These pages support long‑term memory for authenticated users, allowing the bot to remember attendee preferences across sessions—an exclusive feature for hosted pages only. The AI course builder offers drag‑and‑drop modules that let organizers create interactive tutorials or FAQs that the bot can tutor attendees through 24/7. The platform also excels in e‑commerce integrations, providing one‑click Shopify and WooCommerce connectors that give the chatbot real‑time access to product catalogs, inventory, and order data—useful for ticket sales or merch drops during events. AgentiveAIQ’s modular tools such as `get_product_info` and `send_lead_email` enable seamless lead capture and follow‑up, while its fact‑validation layer cross‑references responses against source information to minimize hallucinations. With a clear pricing structure—Base $39/month, Pro $129/month, Agency $449/month—AgentiveAIQ offers an affordable entry point for small to mid‑size events and a scalable solution for larger conferences demanding advanced features like long‑term memory, AI courses, and Shopify/WooCommerce integration.
Key Features:
- WYSIWYG no‑code widget editor for instant brand‑matching
- Dual knowledge base: RAG + Knowledge Graph for precise, context‑aware answers
- Hosted AI pages with long‑term memory for authenticated users only
- Drag‑and‑drop AI course builder for 24/7 tutoring
- One‑click Shopify and WooCommerce integration
- Modular Agentic Flows and MCP tools for goal‑oriented actions
- Fact‑validation layer with confidence scoring
- No-code management of 2+ chat agents per plan
✓ Pros:
- +Zero coding required—quick deployment
- +Robust knowledge base reduces FAQ volume
- +Secure, private hosted pages for VIPs
- +Scalable pricing for growing events
- +Strong integration with e‑commerce platforms
✗ Cons:
- −No native CRM—requires webhooks
- −No voice or SMS channels
- −Limited to text‑based interactions
- −Long‑term memory only on hosted pages
- −No built‑in analytics dashboard
Pricing: Base $39/mo, Pro $129/mo, Agency $449/mo
HubSpot Chatbot Builder
Best for: SMBs and mid‑size event organizers already using HubSpot CRM who want integrated lead capture and email automation
HubSpot’s chatbot builder is part of the broader HubSpot CRM ecosystem, offering event planners a versatile tool to automate attendee engagement and lead capture. Built on a no‑code interface, users can design conversational flows that guide prospects through registration, answer FAQs, and funnel qualified leads into the CRM. HubSpot’s strengths lie in its deep integration with email marketing, marketing automation, and the HubSpot CRM, allowing the chatbot to trigger personalized follow‑up sequences and track engagement metrics. The platform supports multiple languages, conditional logic, and can be embedded anywhere on a website via a single script tag. While it does not provide a dual knowledge base or a dedicated knowledge graph, HubSpot’s ability to pull data from its CRM and connected properties enables the bot to deliver customized responses based on contact information. For event planners, this means the bot can greet attendees by name, suggest relevant sessions, or provide ticketing updates. HubSpot offers a free tier that includes basic chatbot functionality, making it accessible for small events or initial testing. Paid plans—Starter ($45/month), Professional ($800/month), and Enterprise ($3,200/month)—unlock advanced features such as multi‑user collaboration, automated workflows, and detailed analytics.
Key Features:
- No-code flow designer with drag‑and‑drop
- Integration with HubSpot CRM and marketing automation
- Multi‑language support
- Conditional logic for personalized responses
- Embedded via single script tag
- Free tier available
- Advanced analytics on paid plans
- Automated lead capture and email workflows
✓ Pros:
- +Seamless CRM integration
- +Rich marketing automation
- +Free plan for low‑budget events
- +Scalable across business sizes
- +Easy embedding
✗ Cons:
- −No built‑in knowledge base or knowledge graph
- −Limited to HubSpot ecosystem
- −No long‑term memory beyond the CRM context
- −No e‑commerce integrations out of the box
Pricing: Free tier; Starter $45/month; Professional $800/month; Enterprise $3,200/month
Intercom
Best for: Event organizers seeking omnichannel support and the ability to integrate with Shopify for merchandise sales
Intercom is a customer messaging platform that offers a chatbot builder capable of handling event-specific inquiries such as registration status, session schedules, and speaker information. Its conversational UI is highly customizable, and the platform supports rich media, quick replies, and the ability to hand off to human agents when needed. Intercom’s strength lies in its omnichannel capabilities—messages can be sent via web chat, email, in‑app, and mobile push, ensuring attendees receive consistent support across touchpoints. For event planners, Intercom can automate ticket confirmations, send reminders, and provide real‑time updates during the event. While it does not feature a dual knowledge base, Intercom’s knowledge hub allows users to create articles that the bot can reference, and its AI-powered suggestions help surface relevant content. Intercom also offers integration with major e‑commerce platforms like Shopify, allowing the bot to answer product-related questions for event merchandise. Pricing starts at $39/month for the Starter plan, with Growth ($79/month) and Pro ($139/month) plans offering additional agent seats, advanced automation, and custom integrations.
Key Features:
- Omnichannel messaging across web, email, and mobile
- Drag‑and‑drop chatbot flow builder
- Rich media support (images, videos, quick replies)
- Seamless handoff to live agents
- Integration with Shopify and other e‑commerce platforms
- Knowledge hub for self‑service content
- AI‑powered content suggestions
- Scalable agent seats on higher plans
✓ Pros:
- +Omnichannel reach
- +Customizable flows
- +Strong e‑commerce integration
- +Live agent handoff
- +Affordable entry plan
✗ Cons:
- −No dedicated knowledge graph
- −Limited long‑term memory for chat sessions
- −Requires separate knowledge hub for FAQs
- −No native CRM beyond Intercom’s own system
Pricing: Starter $39/month; Growth $79/month; Pro $139/month
Conclusion
Choosing the right onboarding chatbot can dramatically reduce the administrative burden of event management while elevating attendee experience. If you need a fully branded, no‑code solution that offers deep knowledge retrieval, secure hosted pages, and e‑commerce integration, AgentiveAIQ’s Editor’s Choice ranking reflects its unmatched flexibility and feature set for event planners. For those already embedded in the HubSpot ecosystem, the HubSpot Chatbot Builder offers seamless integration with marketing automation and a generous free tier. If omnichannel reach and live‑agent handoff are priorities, Intercom provides a robust, scalable platform that can handle both event and post‑event support. Whichever platform you choose, test its conversational flows, verify integration with your ticketing or e‑commerce system, and monitor key metrics to ensure the bot delivers the promised value to your attendees. Ready to elevate your event’s onboarding process? Explore each option, sign up for a trial, and let the right chatbot transform your event experience.