AI-Powered Guest Management Solution for a Wedding & Event Planning Company

About the Project

We partnered with a wedding and event planning company that regularly manages large-scale events with hundreds of guests. While the events themselves were executed flawlessly, a significant amount of time and manpower was being consumed by repetitive guest management tasks.

From answering basic questions like venue directions and room numbers to sending invitations and reminders, the team was stretched thin handling operational queries that didn’t require human creativity.

The goal was clear: reduce manual effort in guest communication while improving the overall guest experience. This led to the development of an AI-powered guest management system, purpose-built for events and trained on event-specific data.

Objective

The objective of this engagement was not just to automate guest communication, but to reimagine how large-scale events handle coordination at scale.

The wedding planner needed a solution that could intelligently manage hundreds of guests without increasing manpower or compromising the guest experience. Traditional methods such as phone calls, WhatsApp coordination, and manual follow-ups were proving inefficient, error-prone, and difficult to scale across multiple events.

Specifically, the objectives were to:

Eliminate repetitive, time-consuming guest queries related to schedules, venues, room allocations, and logistics

Provide guests with instant, accurate, and consistent information throughout the event lifecycle

Reduce dependency on manual coordination teams
and last-minute firefighting

Ensure seamless communication before, during, and after the event through automated invites and reminders

Create a centralized, AI-driven system that works as a single source of truth for all guest-related information

Build a reusable and scalable solution that could be deployed across future events with minimal setup
effort

Solutions Offered

We designed and deployed a web-based AI solution tailored specifically for event and wedding
management workflows.

Key components of the solution included:

AI Voice Assistant for Guests

A dedicated AI-powered voice bot that guests could call to get instant answers related to room allocation, event schedules, venue information, and other event-specific details.

Event-Trained Intelligence

The AI was trained on structured event data, ensuring responses were accurate, relevant, and contextual to each specific event.

Automated Invitations & Broadcasts

Guest invite distribution and reminder notifications were automated, eliminating the need for manual exports, contact list management, and follow-ups.

24/7 Availability

Guests could access information anytime, without waiting for human support, ensuring a smooth and hassle-free experience.

Scalable Architecture

The system was designed to support multiple events, making it reusable and scalable as the event company grows.

Impact & Results

The AI-powered guest management solution delivered measurable results:

500+

guest queries handled seamlessly during the latest event with zero wait time

75+

hours saved per event, allowing the team to focus on creativity and execution

Improved guest satisfaction, with feedback highlighting faster responses and hassle-free communication

30%

reduction in manpower costs for guest management

Takeaway

This project demonstrated how AI can transform even the most overlooked operational challenges into scalable, intelligent systems.

By automating guest communication and coordination, the event company is now able to scale operations, reduce operational noise, and deliver better experiences — without increasing headcount.

At IConflux, we believe meaningful AI adoption isn’t about flashy features. It’s about solving real, everyday problems with smart, practical systems that let businesses focus on what they do best.

Tech Stack

Python

Testimonials from our valued clients

We bring our experience, expertise, and innovative mindset into every project to deliver the best results.

IConflux understood exactly what it takes to build a native music app. Smooth process, timely updates, and solid tech support. Couldn’t find a better partner. Highly recommended!

Willem Zevenbergen

President @ Tracx System Ltd

IConflux delivered a powerful, user-friendly solution that transformed our operations. Their expertise, quick response, and dedication to quality truly stand out. Absolutely recommend them for reliable development.

John Ragsdale

CEO @ TAP Innovations

From HR to internal ops, they streamlined everything. What started as a platform idea turned into a full digital transformation. Big boost in efficiency, thanks to the IConflux team.

Gurdeep Singh

IT Head, SKH Group