Voice AI for Event Venues: Inquiries, Booking, and Guest Management

Introduction

For event venues, every call is a potential booking, a table request, or a high-value guest looking for details. Yet, most venues struggle to keep up with the volume, especially during peak times, off-hours, and before large events.

That’s where Xuna Voice makes a difference.

Our Voice AI agents are built to handle event-driven communication at scale. Whether it’s answering questions about a concert, booking VIP tables, or confirming guest details, these agents deliver professional, real-time responses that keep your front desk efficient and your guests informed.

Here’s how Voice AI transforms operations for event venues.

Answering Ticket and Event Inquiries

Most venue calls are about simple details: What time do doors open? Is this event 21+? Do you have parking?

Xuna Voice agents answer all of it without putting your staff on hold.

Caller: “Is the show tonight sold out?”
Agent: “Tickets are still available for tonight’s show with DJ Luna. Doors open at 9 PM, and the show starts at 10. Would you like the ticket link sent to your phone?”

Caller: “Is the dress code formal?”
Agent: “Tonight’s event has a smart casual dress code. No athletic wear, please.”

The result: fewer missed calls, faster responses, and happier guests.

Table Booking and VIP Management

For high-end venues, table bookings and VIP experiences are major revenue drivers. Voice AI helps streamline that process.

Caller: “I’d like to reserve a table for Saturday.”
Agent: “We have availability for tables at 10 PM and 11:30 PM. May I get your name and party size to begin your reservation?”

The agent collects:

• Guest name and contact info
• Party size and preferred time
• Any special requests

It then confirms the booking, logs it into your reservation system (like SevenRooms or OpenTable), and sends a confirmation via SMS.

Guest List Confirmations and Updates

Guests calling to confirm they’re on the list or update their RSVP can be handled instantly.

Caller: “I’m on the list for the rooftop event tonight. Just making sure.”
Agent: “What’s your name, please?”
Caller: “Danielle Harper.”
Agent: “Thank you, Danielle. You’re confirmed for tonight’s event. Doors open at 9 PM. Would you like a reminder sent to your phone?”

This takes pressure off door staff and gives guests peace of mind.

Post Event Follow Up and Retargeting

After the event, Voice AI can follow up with attendees to:

• Thank them for attending
• Offer early access to upcoming events
• Promote membership or loyalty perks

Example Flow:
Agent: “Hi Danielle, thanks for joining us last night at The Vault. We’d love to have you back. Would you like early access to next weekend’s rooftop event?”

This keeps guests engaged and turns one-time visitors into repeat customers.

CRM Integration and Guest Insights

Xuna Voice integrates with:

• Booking tools (SevenRooms, OpenTable)
• CRMs (Salesforce, Zoho, HubSpot)
• Guest list platforms and text automation tools (Twilio, Attentive)

Every conversation is logged and tagged, giving you a better understanding of who your guests are, what they want, and how to serve them better next time.

Why It Works for Event Venues

Venues using Xuna Voice see:

• 100% of guest calls answered instantly
• Higher table booking conversion rates
• Fewer no-shows with automated reminders
• Stronger guest loyalty through follow-up

It’s like giving your front desk a voice that never sleeps and always delivers.

Start Automating Your Guest Experience

Great events start with great communication. Voice AI makes sure no guest gets ignored, no opportunity is missed, and every event runs smoother from call to close.

Book a demo at xuna.ai and let Xuna Voice become your 24/7 concierge for events, bookings, and beyond.