Answer Every Event Enquiry Before the Next Venue Does
Couples and event planners message several venues at once and book the one that answers properly first. A Flowlines agent replies straight away on WhatsApp, Instagram and your website, collects the event details, books the site visit and hands a warm lead to your events manager.
No website? Get started without one
Where Banquet Enquiries Get Lost
- Enquiries arrive on WhatsApp, Instagram DMs, Facebook lead forms and your website, and end up on different phones.
- Late-night and weekend messages wait until the morning, by which time the family has heard back from other venues.
What a Conversation Looks Like
Your agent uses your own hall details, menus and calendar, and says only what you allow it to.
Read the full example conversation
- CustomerHi, do you have a hall for a wedding reception in February? Around 300 guests.
- Flowlines agentCongratulations! Our main hall seats up to 400, so 300 guests fits comfortably. Which date are you looking at, and will the menu be veg, non-veg or both?
- Customer14 Feb, evening. Mostly veg. What are the packages?
- Flowlines agentWe have three veg reception packages, from a classic buffet to a live-counter menu. Our events manager can confirm 14 Feb and walk you through them on a site visit. Saturday 11am or Sunday 4pm?
- CustomerSunday 4pm works. I'm Priya.
- Flowlines agentDone, Priya — you're booked for Sunday at 4pm. You'll get a confirmation shortly.
- FlowlinesSite visit booked on Cal.com · Assigned to the events manager with a summary
- Your teamHi Priya, this is Rohan, the events manager. Looking forward to showing you the hall on Sunday.
Ready on Day One for Banquet halls & venues
Pick this industry at sign-up and your workspace starts with this set. Everything is editable.
- An AI agent (Venue assistant), 6 forms, 8 WhatsApp drafts and the Event bookings pipeline.
- 8 automations. Each one starts off — you switch it on.
Your business knowledge
See everything in the pack
Your AI agent: Venue assistant
Answers event enquiries about halls, capacity, packages and menus, collects the event date and guest count, and books site visits.
Automations (8)
Each one starts off — you switch it on.
- Reply to event enquiries and offer a site visitWhen the event enquiry form is filled in, reply on WhatsApp, to the number on the form, inviting a site visit. The new contact appears in your pipeline for the team to follow up.
- Quotation follow-upTwo days after a contact is moved to Quotation sent, check in on WhatsApp and remind the team to call. Stops if they reply. Your team moves the contact to Quotation sent when the quotation goes out.
- Date-hold expiry reminderA day before the time in the Date hold expires field, remind the contact on WhatsApp that their hold ends soon and create a task to call. Your team fills in Date hold expires when holding a date.
- Pre-event checklistOne week before the Event date, if the booking is confirmed, ask for the final guest count, menu and timings, and create a checklist task for the team. Your team moves the contact to Booking confirmed once it is booked.
- Post-event review requestThe day after a contact is moved to Event completed, thank them and ask for a review. Your team moves the contact to Event completed after the event.
- Alert the team when an enquiry is waitingIf a message has had no reply for 15 minutes, leave a note that @mentions the assigned teammate, or flags it as unassigned. Never reassigns.
- Follow up when a contact goes quietIf your last message in a WhatsApp conversation has had no reply for a day, send one check-in (an approved template, since the 24-hour chat window may have closed) during daytime hours. Stops if they reply.
- Reply to new enquiry formsWhen someone fills in your enquiry form, confirm on WhatsApp, to the number on the form, that you have it. The new contact appears in your pipeline for the team to follow up.
WhatsApp message templates (8)
Drafts you send to Meta for approval.
- Venue enquiry receivedInstant reply to an event enquiry, inviting a site visit.
- Venue quotation follow upFollows up on a quotation a couple of days after it was sent.
- Venue date hold expiryReminds the contact a day before their date hold expires.
- Venue pre event checklistPre-event checklist, one week before the event.
- Venue event reviewAsks for a review the day after the event.
- Enquiry receivedConfirms an enquiry form was received.
- Open request check inFollows up on an open enquiry when the 24-hour chat window has closed.
- Something newAnnounces a new service or offering to contacts who opted in to updates.
Forms (6)
- Event enquiry
- Venue visit booking
- Event feedback
- Enquiry
- Call-back request
- Feedback
Pipeline: Event bookings
- 1. New enquiry
- 2. Site visit booked
- 3. Quotation sent
- 4. Date on hold
- 5. Booking confirmed
- 6. Event completed
- 7. Not proceeding
19 quick replies
Saved answers your team can drop into any chat.
From Sign-up to Live in Three Steps
- 01
Start with your website
Flowlines drafts your venue's profile from it: halls, menus, packages.
- 02
Check what it learned
Confirm the profile. The agent only uses what you confirm.
- 03
Test it, then go live
Test the agent, connect your channels, switch on automations.
How It Works for a Venue
Priya · hall for 300?
Sara · 14 March free?- 01
Every enquiry in one inbox
WhatsApp, Instagram, website chat, lead ads and forms, in one place.
- 02
The agent replies and qualifies
It answers from your menus and FAQs, then asks date and guests.
- 03
Site visit booked
It books from your Cal.com calendar or hands over with a summary.
- 04
Follow-up runs itself
Workflows chase quiet enquiries and move leads through your pipeline.
What Your Venue Gets
Event details captured
Date, guests, budget and menu collected; your team approves CRM updates.
Site visits on your calendar
Connect Cal.com and the agent books visits inside the chat.
Know what brings bookings
See leads by source and conversion through your pipeline.