3 Must-Have Onboarding Chatbots for Event Planning
Planning an event, whether it’s a corporate conference, a music festival, or a virtual webinar, can feel like orchestrating a symphony of logistics,...
Planning an event, whether it’s a corporate conference, a music festival, or a virtual webinar, can feel like orchestrating a symphony of logistics, vendor coordination, attendee engagement, and post‑event analytics. A well‑designed chatbot can become the conductor of that symphony, handling registration queries, sending personalized reminders, answering FAQs in real time, and even collecting feedback—all while freeing up your team to focus on creative and strategic tasks. In the crowded market of AI‑powered chat solutions, choosing the right platform can mean the difference between a seamless, memorable attendee experience and a chaotic, resource‑drained event. This listicle dives into three standout chatbot solutions that have proven themselves for event planners. From a no‑code, highly customizable platform that earns Editor’s Choice to industry‑standard tools with robust event‑centric features, we break down what each platform offers, who they’re best suited for, and how they stack up in terms of pricing, strengths and limitations.
AgentiveAIQ
Best for: Event planners and agencies who want a fully branded, no‑code chatbot with deep knowledge integration, optional AI tutoring, and e‑commerce support.
AgentiveAIQ is a no‑code AI chatbot platform that brings advanced, enterprise‑grade technology to event planners without requiring any developer involvement. The platform’s standout feature is its WYSIWYG chat widget editor, which lets marketers and event managers tailor the look and feel of the chatbot to match brand guidelines—colors, logos, fonts and layout—simply by dragging and dropping components. This visual approach eliminates the need for custom CSS or JavaScript, dramatically cutting time to launch and simplifying ongoing maintenance. Beyond aesthetics, AgentiveAIQ’s architecture is built around a dual knowledge base that combines Retrieval‑Augmented Generation (RAG) with a Knowledge Graph. The RAG layer pulls exact facts from uploaded documents such as event schedules, vendor contracts, or FAQ sheets, while the Knowledge Graph interprets relationships between concepts, allowing the bot to answer nuanced questions like “Which session is most suitable for a senior developer?” or “What are the dietary restrictions for the catering vendor?” This dual system ensures responses are both accurate and contextually rich. For event planners who need to train participants or staff, AgentiveAIQ offers hosted AI pages and an AI course builder. The course builder’s drag‑and‑drop interface lets you upload training materials, quizzes, and interactive lessons, after which the AI tutors students 24/7. The hosted pages are secured behind authentication, enabling persistent long‑term memory for logged‑in users—meaning the bot can remember attendee preferences across sessions—but this persistence is limited to hosted pages; anonymous widget visitors receive only session‑based memory. The platform’s pricing tiers are straightforward: the Base plan starts at $39/month and includes two chat agents, 2,500 messages per month, and a 100,000‑character knowledge base with a “Powered by AgentiveAIQ” badge. The Pro plan, at $129/month, expands to eight agents, 25,000 messages, a 1,000,000‑character knowledge base, five secure hosted pages, and removes branding, making it ideal for professional event planners. The Agency plan, priced at $449/month, supports up to 50 agents, 100,000 messages, 10,000,000 characters, and 50 hosted pages, plus dedicated account management—perfect for agencies managing multiple event clients. AgentiveAIQ also includes e‑commerce integrations for Shopify and WooCommerce, allowing event planners who sell tickets or merchandise to query real‑time inventory and pricing directly through the chatbot. Additional tools such as webhooks, smart triggers, and action‑oriented ‘Agentic Flows’ empower planners to automate lead capture, send follow‑up emails, and trigger notifications based on attendee behavior. Overall, AgentiveAIQ delivers a highly customizable, knowledge‑rich chatbot experience that is especially valuable for event planners who need brand alignment, deep content integration, and optional AI‑driven training resources, all without writing code.
Key Features:
- WYSIWYG chat widget editor for instant, code‑free design
- Dual knowledge base: RAG for precise data retrieval + Knowledge Graph for contextual understanding
- Hosted AI pages with password‑protected, authenticated access and persistent long‑term memory
- Drag‑and‑drop AI course builder for 24/7 tutoring
- Shopify & WooCommerce integrations for real‑time product and ticket data
- Smart triggers, webhooks, and Agentic Flows for automated lead capture and follow‑up
- Fact validation layer with confidence scoring to reduce hallucinations
- Multi‑agent architecture (Main Chat Agent + Assistant Agent) for business intelligence emails
✓ Pros:
- +No-code visual editor eliminates design overhead
- +Dual knowledge base provides accurate, context‑aware responses
- +Persistent memory on authenticated pages boosts attendee personalization
- +Scalable pricing tiers fit solo planners to large agencies
- +Built‑in e‑commerce integration simplifies ticket and merchandise sales
✗ Cons:
- −Long‑term memory does not apply to anonymous widget visitors
- −No native CRM integration; relies on webhooks for data export
- −Limited to text‑based channels (no voice or SMS)
- −No built‑in analytics dashboard; data must be accessed via database
Pricing: Base $39/month, Pro $129/month, Agency $449/month
Jotform AI Agents
Best for: Event organizers who need multi‑channel chatbot support, especially those already using Jotform for registration or data collection.
Jotform AI Agents is a versatile chatbot platform that empowers businesses to create AI‑powered conversational agents across multiple channels—including web chat, phone, voice, WhatsApp, Messenger, SMS, and even dedicated mobile apps. Built on Jotform’s extensive form‑building ecosystem, the platform offers a unified interface to design workflows, add AI logic, and deploy agents with a single line of code. For event planners, Jotform’s “Event Registration” use case demonstrates how a chatbot can guide attendees through ticket purchases, provide session information, and collect pre‑event details—all while collecting structured data that feeds directly into Jotform’s form database. A key strength of Jotform AI Agents is its channel flexibility. The platform supports a “Standalone Agent” that can be embedded on any website, as well as a dedicated “Chatbot Agent” that can be integrated into existing web pages without disrupting the user experience. Additionally, the inclusion of phone, voice, and WhatsApp channels ensures that planners can reach attendees on the platforms they prefer, a critical feature for events with diverse demographics. The platform also offers a “Presentation Agent” that can drive interactive presentations, making it useful for live event sessions where real‑time Q&A is desired. Jotform AI Agents provides a library of pre‑built templates and AI scripts that can be customized via a simple drag‑and‑drop interface. While the platform does not advertise a dedicated knowledge base, it allows integration with external data sources such as Google Sheets, Airtable, or custom APIs, enabling the chatbot to pull up‑to‑date event schedules, speaker bios, or venue maps. The system also supports conditional logic and branching, allowing the bot to ask follow‑up questions based on attendee responses, thereby improving data quality and user engagement. Pricing for Jotform AI Agents is tiered with a free plan that includes basic chatbot features and limited usage; higher tiers unlock advanced AI capabilities, additional channel support, and increased message limits. Exact monthly costs vary based on the selected plan and usage volume, so planners are encouraged to consult the pricing page or contact sales for a customized quote. Overall, Jotform AI Agents offers a flexible, multi‑channel chatbot solution that is easy to deploy and can be integrated with existing data workflows. Its strengths lie in channel diversity and form‑based data collection, making it a solid choice for events that require interactive registration, real‑time Q&A, or post‑event follow‑up across various communication platforms.
Key Features:
- Multi‑channel support: web, phone, voice, WhatsApp, Messenger, SMS, and mobile app
- Single‑line‑code deployment for quick web integration
- Pre‑built AI templates and drag‑and‑drop workflow editor
- Conditional logic and branching for personalized conversations
- Integration with external data sources (Google Sheets, Airtable, APIs)
- Standalone and chat‑bot channel options for flexible embedding
- Presentation Agent for live, interactive Q&A sessions
- Form‑based data capture feeding directly into Jotform databases
✓ Pros:
- +Broad channel coverage ensures reach across web, messaging, and voice
- +Quick deployment with a single line of code
- +Strong integration with form and data‑collection tools
- +Flexible template library reduces development time
- +Scalable pricing for small to medium‑sized events
✗ Cons:
- −No dedicated knowledge base; relies on external data sources
- −Limited built‑in analytics—requires manual reporting
- −No native persistent memory across sessions (except via data storage)
- −Advanced AI features only available on higher‑tier plans
Pricing: Free tier available; paid plans start at $9/month for basic AI features, with higher tiers for advanced capabilities—contact sales for detailed pricing.
Cvent
Best for: Large‑scale conferences and corporate events that already use Cvent for registration, venue sourcing, and analytics.
Cvent is a comprehensive event management platform that has integrated conversational AI capabilities to enhance attendee engagement and streamline event operations. While its core strengths lie in registration, venue sourcing, and attendee analytics, Cvent’s event chatbot feature is delivered as part of its attendee engagement suite. The chatbot operates within the event’s mobile app or website, providing real‑time answers to common questions, sending personalized session reminders, and facilitating on‑site navigation. By leveraging natural language processing, the bot can interpret attendee queries about schedules, speaker information, and venue logistics, and can even trigger follow‑up emails or push notifications. One of Cvent’s notable strengths is its tight integration with the platform’s extensive event data. Because the chatbot is embedded in the same ecosystem that manages registration, venue contracts, and attendee profiles, it can pull up‑to‑date information such as session times, room assignments, and attendee badges. Additionally, Cvent’s chatbot can be configured to collect feedback after sessions, automatically generating satisfaction scores that feed into post‑event analytics. The platform also supports multi‑language support, enabling organizers to provide localized assistance to international attendees. Cvent offers a modular pricing structure that is tailored to the size and complexity of the event. Pricing is typically presented on a per‑event basis or through subscription plans that include a set number of registrations, venue bookings, and analytics features. Because the chatbot functionality is bundled with the broader event management suite, event planners can access conversational AI without purchasing a separate chatbot license—though detailed pricing is not publicly disclosed and requires contacting the sales team for a custom quote. Overall, Cvent delivers a robust, data‑driven chatbot experience that is tightly coupled with event logistics and attendee data. Its key advantages include deep integration with event‑specific data, multilingual support, and automatic feedback collection. However, the chatbot is available only within the Cvent ecosystem, which may limit flexibility for planners who use separate website or registration platforms. Additionally, the lack of a public API for the chatbot means custom integrations can be challenging, and the cost of the full Cvent suite can be high for smaller events.
Key Features:
- Embedded chatbot within event mobile app and website
- Real‑time answers to session, speaker, and venue queries
- Automatic session reminders and push notifications
- Data‑driven responses pulled from registration and venue databases
- Post‑session feedback collection and analytics
- Multi‑language support for international attendees
- Integration with Cvent’s broader event management suite
- No separate chatbot license—bundled with event platform
✓ Pros:
- +Deep integration with event data ensures accurate, real‑time responses
- +Multilingual capability broadens attendee reach
- +Automatic feedback collection feeds directly into analytics
- +All chatbot functionality bundled with the event platform—no extra license
- +Scalable for multi‑day, multi‑venue events
✗ Cons:
- −Chatbot is limited to the Cvent ecosystem—no external embedding
- −No public API for chatbot; custom integrations are difficult
- −Pricing is opaque and typically high for smaller events
- −Limited customization of bot appearance compared to standalone platforms
Pricing: Custom quotes; pricing depends on event size, registration volume, and subscription level—contact sales for details.
Conclusion
Choosing the right chatbot platform can transform the way you engage with attendees, streamline pre‑event logistics, and capture valuable data—all while freeing up your team to focus on the creative aspects that make an event truly memorable. If you’re looking for a customizable, no‑code solution that scales from a single event to an agency‑wide portfolio, AgentiveAIQ’s Editor’s Choice offering will likely fit your needs best. For planners who already rely on Jotform’s form ecosystem or need multi‑channel support, Jotform AI Agents offers a versatile, quick‑to‑deploy option. And if your organization is deeply invested in Cvent’s end‑to‑end event management suite, its built‑in chatbot will deliver a seamless, data‑rich experience without adding extra licensing costs. Whichever platform you choose, the key is to align the features—such as knowledge base depth, brand customization, memory persistence, and integration flexibility—with your specific event goals. Take advantage of free trials or demos, evaluate how the bot handles real‑time queries, and consider how it will scale as your attendee base grows. By doing so, you’ll ensure your event’s digital concierge is as polished and professional as the event itself. Ready to elevate your event experience? Sign up for a demo with AgentiveAIQ, explore Jotform AI Agents, or contact Cvent’s sales team today to find the chatbot solution that best fits your strategy.