Case study · Hospitality
AI-Native RSVP & Operation Management
Luxury and destination weddings, tech summits, corporate galas and CXO roundtables with many outstation guests.
Engagement record
- Client
- Event production & hospitality agency
- Industry
- Hospitality
- System
- RSVP tracking · Guest logistics · Event operations
About this write-up
This case study describes the engagement as recorded. The client is not named; figures and outcomes are as reported by the client and have not been independently audited.
The challenge
RSVPs were chased by telecallers over a week, guest details lived in spreadsheets, and missed airport pickups and wrong headcounts showed up on the day.
Objectives
- Event command center
- RSVP per sub-event
- Travel and rooms
- Message templates
Discovery
We built this event platform for an event production and hospitality agency. Planners run every event from one command center: guest lists and RSVPs for each sub-event, travel and hotel details, dietary needs and ID checks, with invitations, reminders and RSVP calls sent automatically over WhatsApp and voice — and it keeps working offline if the venue network drops.
What was built
- Event command center. Live counts of confirmed, pending, collecting-info and declined guests, with search and filters.
- RSVP per sub-event. Separate RSVPs and headcount caps for each ceremony or track — Sangeet, Haldi, keynote or VIP dinner.
- Travel and rooms. Arrival times, travel mode, PNR, hotel, room number and check-in dates for every guest.
- Message templates. Invitations, reminders and travel confirmations with guest details filled in automatically.
- Automatic RSVP calls and WhatsApp. One click triggers voice calls or WhatsApp messages to guests who haven't replied.
- Works offline. Keeps running on a local copy if the venue network goes down, and syncs when it's back.
Outcomes as reported
Reported summary: < 4 hrs — rSVP follow-up, down from 5–7 days.
| Figure | What it refers to |
|---|---|
| < 4 hrs | RSVP follow-up, down from 5–7 days |
| 92–96% | Verified confirmations |
| 15–22% | Saved on catering budgets |
Figures as reported in the engagement record; not independently audited.
