Case study · Events & Hospitality
Autonomous Event Concierge & Logistics Vector Search
An international events and trade show organizer running multi-day conferences hosting 12,000+ attendees and 400+ corporate exhibitors.
Engagement record
- Client
- Events & trade show organiser
- Industry
- Events & Hospitality
- System
- Conversational Concierge & Attendee Intelligence
- Timeline
- 7 Weeks
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
At previous conferences, information booths were overwhelmed by lines of attendees asking repetitive questions about session rooms, shuttle departures, badge reprints, and speaker times. Last-minute agenda changes took hours to communicate, leading to missed executive sessions and attendee frustration.
Objectives
- Provide instantaneous 24/7 logistics and agenda answers via WhatsApp and web.
- Deliver personalized session recommendations based on attendee industry interest.
- Broadcast real-time room changes and keynote alerts to relevant attendees.
- Enable instant exhibitor lead capture and automated post-booth drip follow-ups.
Discovery
Historical attendee inquiries showed that 85% of help desk questions were identical logistical queries answerable directly from event databases, allowing live event staff to focus on VIP handling and production logistics.
What was built
- Event Knowledge Graph. Ingestion of agendas, speaker bios, booth coordinates, shuttle schedules, and venue maps into a real-time vector store.
- Omni-Channel Concierge. Conversational assistant accessible via WhatsApp, QR-code web widgets, and the official event mobile app.
- Live Agenda Synchronization. Real-time API bridge updating room changes and schedule delays across all attendee chats within 60 seconds.
- Exhibitor Badge Sync. Instant badge scan capture that immediately sends an enriched product brochure to the attendee's email.
Outcomes as reported
Reported summary: 85% Reduction in Help Desk Overhead.
| Figure | What it refers to |
|---|---|
| 42,000+ | Conversations handled autonomously across 3 conference days |
| 85% Reduction | In physical help desk lines and staffing overhead |
| 92% Positive | Attendee satisfaction sentiment in post-event surveys |
| 4.2x Higher | Exhibitor meeting booking rate driven by sub-60s post-booth follow-ups |
Figures as reported in the engagement record; not independently audited.
Lessons
- WhatsApp is the highest-adoption channel for event attendees, generating 5x more engagement than downloadable event apps.
- Delivering personalized session itineraries in the morning lifts session attendance by 32%.
Next steps
Deploying autonomous B2B attendee-to-exhibitor matchmaking based on mutual procurement criteria and mutual schedule availability.
Implementation questions
Yes. It provides turn-by-turn indoor directions, floorplan links, and booth numbers based on hall coordinates.
Organizers update the master CMS once, and EventSync AI instantly updates its knowledge base and sends proactive WhatsApp alerts to bookmarked attendees.
Yes. It communicates natively in English, Spanish, French, German, Mandarin, Arabic, and Hindi with sub-second translation.
Exhibitors receive a live dashboard export and direct webhook integration into Salesforce, HubSpot, and Marketo.
