Event agencies and congress organizers manage complex projects with dozens of suppliers, hundreds or thousands of participants, and tight deadlines. The communication flow is enormous: registration management, confirmations, program updates, supplier management, venue coordination, and post-event follow-up. AI agents automate the routine communication and administration flows.
Registration Management and Participant Onboarding
An AI agent manages the registration process: participants register via an online form, immediately receive a confirmation with practical information (location, program, parking options), a reminder 1 week and 1 day before the event, and a digital access pass. For events with workshops or breakout sessions, participants choose their program automatically when registering. Waiting lists are automatically managed for fully booked sessions.
- Online registration: sign-up + immediate confirmation with practical info
- Program selection: choose workshops and sessions when registering
- Reminder sequence: notify 1 week and 1 day before event
- Waiting list management: automatically offer freed places
Supplier Coordination and Logistics
An event has dozens of suppliers: catering, AV technology, security, decoration, printed materials, photographer. An AI agent manages supplier coordination: each supplier has a timeline with action points and deadlines. The system automatically sends reminders for delivery of printed materials, confirmation of delivery times, and day-of instructions. When a supplier is delayed, it automatically escalates to the project manager.
- Supplier timeline: monitor action points and deadlines per supplier
- Day-of instructions: automatically brief all suppliers on event day
- Escalation protocol: automatically signal delays or non-responses
- Post-event evaluation: evaluate suppliers for quality monitoring
Post-Event Follow-Up and Retention
After the event, follow-up begins: participants receive a satisfaction survey, a link to presentations and photos, and an early booking offer for the next edition. Speakers and partners receive a personalized thank-you email with statistics (reach, session evaluations). The system automatically segments the participant list for the next edition based on interests and attendance history.
Match-AI implements AI agents for event agencies, congress organizers, trade fair organizers, corporate event departments, and festivals that want to automate their organizational processes and improve participant experience.
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