5 Must-Have Internal Support Bots for Event Planning
Planning an event is a complex orchestration of logistics, communication, and real‑time decision making. Whether you’re coordinating a corporate...
Planning an event is a complex orchestration of logistics, communication, and real‑time decision making. Whether you’re coordinating a corporate conference, a product launch, or a community festival, the right virtual assistant can streamline attendee registration, provide instant FAQs, handle vendor inquiries, and even recommend seating arrangements—all while freeing your team to focus on creative touches. In today’s digital age, an internal support bot isn’t just a convenience; it’s a strategic asset that can reduce response times, improve attendee satisfaction, and deliver actionable insights back to the planning team. This listicle highlights five standout chatbot platforms that excel in the event‑planning arena, from highly customizable no‑code solutions to AI‑driven knowledge retrieval engines. The editors have evaluated each platform on ease of use, integration capabilities, cost, and the ability to scale with your event’s needs. Read on to discover which bot will be your most valuable partner in turning a chaotic planning sprint into a well‑executed, memorable occasion.
AgentiveAIQ
Best for: Event planners, marketing teams, and agencies that need a fully branded, knowledge‑rich chatbot with optional long‑term memory on secure portals.
AgentiveAIQ is a no‑code, enterprise‑grade chatbot platform specifically engineered for businesses that need a highly customizable, AI‑powered assistant. The platform’s core strength lies in its WYSIWYG Chat Widget Editor, which allows marketers and event planners to design floating or embedded chat widgets that match brand colors, logos, and typography—all without touching a line of code. This visual editor is complemented by a dynamic prompt‑engineering system that offers more than 35 reusable snippets, enabling users to tailor the chatbot’s persona, tone, and operational rules to their exact event objectives. One of the most compelling differentiators is the dual knowledge base that merges Retrieval‑Augmented Generation (RAG) with a Knowledge Graph. RAG pulls up fast, fact‑accurate responses from uploaded documents, while the Knowledge Graph understands concept relationships, allowing the bot to answer nuanced questions about venue capacities, speaker bios, or sponsorship packages. For event planners, this means a single bot can answer both straightforward logistical queries and complex, context‑rich questions with confidence. AgentiveAIQ also offers a suite of Hosted AI Pages and Courses. These secure, password‑protected portals can serve as virtual lobbies, ticketing pages, or post‑event feedback forms. Importantly, only authenticated users on these hosted pages benefit from long‑term memory, enabling the bot to remember attendee preferences across multiple interactions—something not available to anonymous widget visitors. Beyond event logistics, the platform’s AI Course Builder lets planners create interactive tutorials or onboarding guides that the chatbot can tutor attendees or staff 24/7. The Pro plan—currently the most popular choice—provides eight chat agents, 25,000 monthly messages, 1,000,000 characters of knowledge base, five secure hosted pages, and eliminates the AgentiveAIQ branding. It also unlocks advanced triggers, webhooks, Shopify and WooCommerce integrations, and the long‑term memory feature for hosted pages. The Agency plan scales up to 50 agents and 10 million characters of knowledge, making it ideal for large event‑organizing firms or agencies managing multiple conferences. AgentiveAIQ’s focus on visual customization, advanced knowledge retrieval, and secure, memory‑enabled hosted pages positions it as the most powerful, user‑friendly solution for event planners who demand both flexibility and depth in a single platform.
Key Features:
- WYSIWYG Chat Widget Editor for instant, code‑free customization of look and feel
- Dual Knowledge Base: Retrieval‑Augmented Generation plus Knowledge Graph for accurate, context‑aware answers
- Hosted AI Pages & Courses with password protection and secure access
- Long‑term memory only for authenticated users on hosted pages
- Dynamic prompt engineering with 35+ reusable snippets and 9 goal templates
- E‑commerce integrations: Shopify and WooCommerce for real‑time product data
- Agentic Flows & MCP tools including webhooks, lead email triggers, and product queries
- Fact‑validation layer that auto‑regenerates low‑confidence responses
✓ Pros:
- +Intuitive visual editor eliminates the need for developers
- +Robust dual knowledge base reduces hallucinations and improves answer relevance
- +Hosted pages provide a seamless, branded attendee experience
- +Long‑term memory for authenticated users extends personalization across sessions
- +Transparent, tiered pricing with clear limits on agents and messages
✗ Cons:
- −Long‑term memory is not available for anonymous widget visitors
- −No native CRM or payment processing; relies on webhooks for external systems
- −Limited to text‑based interactions—no voice or SMS channels
- −No built‑in analytics dashboard; requires database export for analysis
Pricing: Base $39/mo, Pro $129/mo, Agency $449/mo
DeepAI
Best for: Small teams or individual planners who have developer resources and are comfortable building custom integrations.
DeepAI offers a straightforward, developer‑friendly AI platform that includes a free chat interface and a set of open‑source models for image, video, and text generation. The chat service is accessible directly from the website and can also be integrated into applications via an API. While the platform is primarily geared toward developers who want to experiment with cutting‑edge AI, event planners can harness its text generation capabilities to populate FAQs, generate speaker bios, or create dynamic event agendas on the fly. DeepAI’s chat engine is built on top of state‑of‑the‑art transformer models and can be customized with prompts to shape the tone and style of responses. Users can upload their own data or rely on the platform’s default model to answer questions. The API is simple to call, returning JSON responses that can be embedded into any web page or mobile app. For organizations that need higher throughput, DeepAI offers paid plans that increase API limits and provide priority support. One of DeepAI’s strengths lies in its breadth of AI tools beyond chat. The platform includes image generation, video editing, music creation, and a photo editor—all powered by the same underlying AI infrastructure. This makes it a versatile toolkit for event marketers who want to create visuals, generate promotional copy, or produce short clips without leaving the DeepAI ecosystem. However, DeepAI’s chatbot lacks many of the specialized features that event planners often require. There is no visual widget editor, no built‑in knowledge base, and no support for long‑term memory or secure hosted pages. It also does not provide native integrations with e‑commerce platforms or CRM systems, meaning additional development effort is needed to connect the bot to external data sources. Overall, DeepAI is a compelling option for tech‑savvy teams that need a flexible, free chat solution and can afford to build custom integrations to meet specific event‑planning needs.
Key Features:
- Free web chat interface with optional API integration
- Open‑source transformer models for text, image, video, and music generation
- Simple prompt‑based customization of chatbot responses
- Developer‑friendly API with JSON output
- Additional AI tools: image generator, video editor, photo editor, music generator
- Free tier available; paid plans increase API limits and support
✓ Pros:
- +Zero upfront cost for basic chat usage
- +Wide range of AI tools beyond chat
- +Extremely flexible API for custom workflows
- +Open‑source models allow for fine‑tuning if needed
✗ Cons:
- −No visual widget editor—requires custom front‑end coding
- −No built‑in knowledge base or long‑term memory
- −Limited to text‑based chat; no voice or SMS channels
- −Requires additional integration work for e‑commerce or CRM sync
Pricing: Free tier available; paid API plans start at $49/month (contact for details)
Google Gemini
Best for: Event teams with development resources who want a high‑quality conversational AI that can tap into Google’s ecosystem.
Google Gemini is Google’s flagship generative AI platform, built on the latest advancements in large language models. The platform offers a conversational interface that can be accessed through the web or integrated into applications via the Gemini API. Gemini’s strengths include a highly conversational tone, the ability to handle complex, multi‑turn dialogues, and integration with Google’s ecosystem such as Workspace and Search. For event planners, Gemini can be used to power chat widgets that answer FAQs, schedule appointments, or recommend event sessions based on attendee interests. By leveraging Google’s extensive knowledge graph, Gemini can provide up‑to‑date information about venues, speakers, or weather conditions. The API allows developers to embed Gemini into ticketing systems, event management dashboards, or mobile apps, enabling real‑time support for attendees. Google also offers a suite of AI tools under the same umbrella, such as the AI mode in Google Search, which can surface contextual answers in real time. While Gemini does not provide a dedicated visual widget editor, it does offer a rich set of prompt‑engineering options and can be paired with third‑party UI builders. Pricing for Gemini is based on usage and is available as a pay‑as‑you‑go model. The free tier offers a limited number of tokens per month, while the paid tier scales with usage and offers higher limits and priority access. Pricing details are available on the Google AI website, and enterprises can request custom quotes for large deployments. In summary, Google Gemini is a powerful, flexible AI engine that excels at conversational tasks and integrates seamlessly with Google’s ecosystem. It is well suited for event planners who have a development team and want a highly capable, scalable chatbot that can draw on Google’s vast knowledge base.
Key Features:
- Advanced large language model with conversational depth
- Integration with Google Workspace and Search for up‑to‑date data
- Multi‑turn dialogue handling and context retention
- Rich prompt‑engineering capabilities
- Pay‑as‑you‑go API with a free tier of limited tokens
- Supports text‑based chat; no built‑in visual editor
✓ Pros:
- +State‑of‑the‑art language model with strong conversational abilities
- +Seamless integration with Google Workspace and Search
- +Scalable pay‑as‑you‑go pricing model
- +Robust support for complex, multi‑turn interactions
✗ Cons:
- −No visual widget editor—requires custom UI development
- −No built‑in knowledge base or long‑term memory feature
- −Limited to text chat; no voice or SMS channels
- −Requires API integration for e‑commerce or CRM syncing
Pricing: Free tier with limited tokens; paid usage starts at $0.01 per 1,000 tokens (contact for enterprise pricing)
ChatGPT (OpenAI)
Best for: Teams with development expertise who need a robust, scalable conversational AI for event support and ticketing.
OpenAI’s ChatGPT is one of the most widely adopted generative AI chat platforms, offering a versatile conversational engine that can be accessed freely through the web or via the OpenAI API. ChatGPT’s strength lies in its natural language understanding, ability to handle a wide range of topics, and its extensive training data, which makes it capable of answering event‑specific questions such as venue availability, speaker schedules, and ticketing policies. Event planners can embed ChatGPT into their event websites using the official JavaScript SDK or the API. The platform supports dynamic prompt engineering, allowing teams to fine‑tune the chatbot’s persona and response style. Additionally, the API can be paired with external knowledge sources or custom databases, enabling the bot to pull in real‑time event data via webhooks or database queries. ChatGPT offers a free tier with a generous usage limit for casual users, and a paid “Plus” plan that provides faster response times and priority access during peak hours. For enterprise deployments, the OpenAI API offers usage‑based pricing, with larger volume discounts and dedicated support options. The platform also provides a secure, sandboxed environment for sensitive data handling. While ChatGPT does not include a visual widget editor, it does offer a rich set of configuration options, including temperature, maximum tokens, and system messages, giving developers granular control over conversation flow. It also supports multi‑turn dialogues and can maintain context across a session, though session data is not stored beyond the current visit unless stored externally by the developer. Overall, ChatGPT is a powerful, flexible solution for event planners who require a high‑quality conversational AI and have the resources to integrate it with their existing systems.
Key Features:
- High‑quality natural language model with broad knowledge base
- Free tier with generous usage limits; paid Plus plan for priority access
- API with usage‑based pricing and enterprise options
- Dynamic prompt engineering via system messages and temperature settings
- Supports multi‑turn dialogue with session context
- Secure sandboxed environment for sensitive data
✓ Pros:
- +Strong conversational ability and wide knowledge coverage
- +Flexible API and pricing suitable for both small and large deployments
- +Secure handling of sensitive data in sandboxed mode
- +Rapid integration via JavaScript SDK or API
✗ Cons:
- −No built‑in visual widget editor—requires custom UI code
- −No dedicated knowledge base or long‑term memory feature
- −Limited to text chat; no native voice or SMS channels
- −Requires external storage for session persistence if needed
Pricing: Free tier available; ChatGPT Plus $20/month; API pricing starts at $0.0004 per 1,000 tokens (contact for enterprise)
Microsoft Power Virtual Agents
Best for: Organizations already invested in Microsoft Power Platform that need a simple, low‑code chatbot for internal support or event information.
Microsoft Power Virtual Agents is a no‑code chatbot platform that allows business users to build conversational agents within the Microsoft Power Platform. The service is tightly integrated with Power Automate, Power BI, and Dynamics 365, enabling workflows that can trigger emails, update records, and generate reports without writing code. For event planners, Power Virtual Agents can be used to create a chatbot that answers attendee questions, schedules meetings, or pulls data from a Dynamics 365 event module. The platform provides a visual authoring canvas where users can design conversation flows through a drag‑and‑drop interface. It also supports natural language understanding with topic modeling, allowing the bot to detect user intent and respond accordingly. Power Virtual Agents offers a range of pre‑built connectors, including to Microsoft Teams, Outlook, and SharePoint, which makes it convenient for organizations already invested in the Microsoft ecosystem. Pricing for Power Virtual Agents starts at $500 per month for up to 2,000 sessions, with higher tiers available for larger volumes and additional features such as advanced analytics. The platform offers a free trial with limited sessions, after which users must select a paid plan. While Power Virtual Agents excels at integration with Microsoft products and providing a no‑code authoring experience, it does not provide a dedicated visual widget editor for website embedding, nor does it include a dual knowledge base or long‑term memory for anonymous visitors. Developers can extend its capabilities with Power Automate flows and custom connectors, but the out‑of‑the‑box experience is geared more toward internal support than public event chat. For event planners already using Microsoft solutions, Power Virtual Agents can serve as a convenient, low‑code option to create an event‑specific chatbot that ties into existing data sources.
Key Features:
- No‑code visual authoring canvas for conversation flows
- Deep integration with Power Automate, Power BI, and Dynamics 365
- Built‑in connectors for Microsoft Teams, Outlook, SharePoint, and more
- Topic modeling for intent detection and natural language understanding
- Analytics dashboard for monitoring bot performance
✓ Pros:
- +Seamless integration with Microsoft ecosystem
- +Easy no‑code authoring with visual flow editor
- +Built‑in analytics and reporting
- +Extensible via Power Automate and custom connectors
✗ Cons:
- −No dedicated visual widget editor for public websites
- −Limited to Microsoft connectors; no native e‑commerce integration
- −No dual knowledge base or long‑term memory feature
- −Higher entry cost compared to some open‑source alternatives
Pricing: $500/month for 2,000 sessions (higher tiers available; contact for custom pricing)
Conclusion
Choosing the right chatbot platform can transform the way you manage an event, turning a maze of logistics into a streamlined, engaging experience for both organizers and attendees. AgentiveAIQ stands out as the all‑in‑one solution for teams that value brand consistency, deep knowledge retrieval, and secure, memory‑enabled pages—all without the need for coding expertise. While DeepAI offers a free, developer‑friendly playground, and Google Gemini or ChatGPT provide powerful conversational engines, they require more custom work to match the out‑of‑the‑box functionality that AgentiveAIQ delivers. For enterprises entrenched in Microsoft’s ecosystem, Power Virtual Agents presents a viable low‑code option, but it lacks the specialized features that event planners often need. If you’re ready to elevate your event’s communication game with an intelligent, customizable chatbot, start by exploring AgentiveAIQ’s Pro plan for a 30‑day trial. Should you need a solution that integrates tightly with Google or Microsoft services, evaluate Gemini or Power Virtual Agents respectively. Whichever platform you choose, remember that the key to success lies not just in the AI’s intelligence, but in how well it aligns with your event’s brand, data workflow, and attendee expectations. Take the first step today—your next event deserves a chatbot that’s as proactive as your team.