AI Receptionist for Wedding Planners, Event Planners, Party Hire and DJs
Last updated: 10 November 2026
Here's the awkward bit about events. You sell the most at exactly the time you're working the hardest. Couples, party hosts and office managers ring on a Saturday arvo, which is when you're standing at a venue with a run sheet in your hand. Steve picks up, checks the date, writes down what they're after and books the follow-up call for Monday.
A 30-minute call with Niel, free
Ask if a date is free.
Quick Answer
An AI receptionist for wedding planners, event planners, party hire companies and DJs answers enquiries while you're working an event. It checks whether the date is free, takes the venue, guest numbers and budget, answers price-list and delivery questions, and sends you each lead by SMS and email within seconds, including on weekends.
Three enquiries that arrive mid-event
It all comes down to the date. If it's gone, the call's over in a minute. If it's free, whoever answers first usually gets the job.
| The enquiry | What Steve does | What you get |
|---|---|---|
| Saturday, 3pm, while you're at a ceremony: "Are you free on the 17th of October next year? It's a vineyard wedding for 120." | Checks the date in your calendar, takes the venue, guest count, budget range and couple's names, and books a discovery call for Monday. | A warm lead with a date hold note, instead of a missed call the couple has already forgotten. |
| Friday, 7pm: "Can I get a marquee, 60 chairs and two trestle tables delivered to Penrith next Saturday?" | Confirms the suburb is in your delivery zone, reads your hire rates and bond policy, and takes the order details for you to confirm stock. | A complete order request with the delivery address, items and times. |
| Sunday morning: "We need a DJ for a 40th, four hours, and maybe some lighting." | Takes the date, venue, hours, crowd size, music style and lighting needs, and books a quote call. | A clear brief you can price in five minutes. |
Scenarios are illustrative, based on common enquiry patterns.
“Are you free on the 6th of March?”
Steve: Good afternoon, Golden Hour Weddings, Steve speaking.
Caller: Hi, we're getting married on the 6th of March and need a coordinator. Are you available?
Steve: Congratulations. The 6th of March is open at the moment. Where's the wedding, and roughly how many guests?
Caller: Hunter Valley, about 90 people.
Steve: Lovely. Kate does a free 20-minute call to talk through packages. Does Tuesday evening suit?
Caller: Tuesday at 7 works.
Steve: Booked. I'll text you a confirmation now.
Illustrative call. Business names and details are examples.
Saturdays, and the one date everyone wanted
Australia registered 118,804 marriages in 2025, and over 52,000 of them took place on a Saturday, according to the ABS Marriages and Divorces release. The single most popular date was 25 October 2025, with 2,035 weddings. Dates like that book out early. A couple ringing about one is ready to commit, and the planner, DJ or hire company that picks up first is in the box seat.
Wedding planners
Couples tend to ring two or three planners in one sitting, often on a weeknight after dinner. Steve gets you on the shortlist by answering straight away, asking about the date, venue, style and guest count, and booking a discovery call. He can also explain your packages in the words you give him, from day-of coordination to full planning.
Vendor calls are handled too. A florist confirming bump-in times, or a venue chasing a run sheet, gets passed straight to you with a note on how urgent it is.
Event planners
Corporate and private event planners field enquiries that vary from a 30-person offsite to a 500-guest gala. Steve sorts them by size and type, takes the company name, decision-maker, date, location and budget status, and tells you which ones look like a fit for your minimum spend.
On event days, he can also take messages from suppliers so your mobile stays free for the people on site.
Party hire, supplies and rentals
Hire companies live on volume: lots of quick questions about items, delivery suburbs, set-up, bonds and pick-up times. Steve answers from your price list and delivery zones, takes the order, and texts the caller your online booking link if you have one.
December, the school holidays and spring wedding season are the crunch. Normally that's a phone ringing out in the ute while the team loads the truck. With Steve on it, every caller gets an answer and you get a list of orders to check against stock.
DJs and musicians
You can't take a booking enquiry mid-set. Steve takes the event type, date, venue, hours, guest age range and music style, plus extras like ceremony music, MC duties, lighting or a photo booth. He can share your starting price if you want him to and books a call to finalise it.
Date, guest count, budget, and where they found you
- Event date and whether it showed as free
- Event type, venue or suburb, and guest numbers
- Budget range or package of interest
- Hire items, delivery address and set-up times (hire businesses)
- Contact name, mobile, email and the best time to call
- Where they found you, such as Google, Instagram or a wedding expo
Every enquiry arrives by SMS and email within seconds, with the recording and transcript in your portal. Date checks and discovery calls run through Google Calendar. If you manage jobs in HoneyBook, Rentman or Booqable, Steve works alongside it: he sends you the details to enter, and direct integration is quoted on request.
A solo planner, or party hire in December
A solo wedding planner might get about 40 calls a month. At around 2.5 minutes each, that's about 100 minutes, which fits Starter at $149 a month.
A party hire company in December is a different story. At 150 calls, it would use roughly 375 minutes: Growth at $499, with 700 minutes included. You can move plans month to month as the season changes.
All prices in AUD, excluding GST. Your Australian phone number and call charges are included. Volumes are examples only. See pricing.
Dan's Saturday problem
Dan runs a party hire business out of Campbelltown in Sydney's south-west: marquees, tables, chairs and a few jumping castles. Every Saturday he and his offsider are on the road delivering, and the phone rings in the ute all day. The calls he can't take are mostly people booking for the following weekend.
With Steve answering, those callers hear the price and the delivery fee for their suburb, and the order lands in Dan's inbox. Sunday night he confirms stock. No more working through a dozen voicemails.
Illustrative example based on common patterns. Dan is not a real client.
Get it answering before spring wedding season
- Give us your packages, price list, delivery zones and booked dates.
- We build the enquiry flow and you ring it to test.
- Live in 3 business days. We tune it on real calls for up to 2 weeks.
No contract, month to month. Learn more about the AI receptionist itself, or go back to all industries.
Related pages
Questions from event businesses
Sources and notes
Marriage figures: ABS, Marriages and Divorces, Australia, 2025. Software names appear only to say the receptionist works alongside them; Google Calendar is the one direct connection.