event planning

Keep Attendees, Vendors, and Planners Working From the Same Update

Customer service outsourcing for event planners handles attendee questions, vendor messages, and change requests. Route decisions to the planner with the event, deadline, and people affected already documented.

Get a Quote See pricing

Beautifully decorated indoor wedding reception with elegant table settings and floral arrangements.

how it plays out

From Attendee Questions to Event Changes

Example event-support workflows. Your planner confirms changes to capacity, budgets, suppliers, and the program before new details are sent to attendees or vendors.

Email English

"We need to increase our headcount from 200 to 350 next week"

Major capacity change close to event date

Record the event reference, current headcount of 200, requested headcount of 350, and decision deadline.
Send the change to the planner with the venue, catering, seating, and AV contacts affected.
Collect supplier responses for the planner’s capacity and budget review.
Distribute the revised brief after the planner confirms the change.

Change request ready for approval Example workflow

Phone Hindi

"The keynote speaker just canceled, we need a replacement"

Critical vendor dropout requiring fast pivot

Record the canceled session, time, topic, and speaker contact.
Alert the event owner and pass on any replacement preferences.
Coordinate callback requests with the planner’s chosen speaker contacts.
Share a revised program only after the replacement is confirmed.

Planner receives the cancellation Example workflow

WhatsApp Portuguese

"How do I get to the venue and where do I park?"

Attendee logistics inquiry on event day

Identify the event and confirm which arrival instructions apply.
Share the approved venue address, map, and parking information.
Provide the published transit or drop-off details for the event.
Explain where to check in and route any unresolved access question to the organizer.

Attendee receives directions Example workflow

Live Chat Japanese

"Can we add simultaneous interpretation for our international guests?"

Accessibility enhancement request

Capture language pairs, audience size, session times, and interpretation format.
Send the requirements to the planner and designated language-service supplier.
Collect questions about equipment and venue setup for the responsible teams.
Relay the agreed arrangement once the planner and suppliers confirm it.

Interpretation request specified Example workflow

the team behind it

Support for Your Event Team

real members of the global team

Support for Your Event Team

Attendee inquiries using the current event brief and registration instructions
Vendor messages with session, deadline, and responsible planner recorded
Change-request coordination with confirmed updates circulated to affected contacts

65+ Languages

Human agents providing support in 65+ languages
Real-time AI translation for rare language pairs
Cultural context training for every market we serve

Follow-the-Sun Coverage

Operation centres in Canada, Bolivia, Nicaragua, the Philippines and China
Smooth handoff between time zones with shared context
Holiday and weekend coverage without overtime costs

the part nobody prices in

Make a Headcount Change Traceable to the Event Brief

For event support, configure HeroDash fields for event reference, session, current headcount, requested headcount, and decision deadline. A request to move from 200 to 350 guests then remains a proposed change until the planner approves it.

Keep venue, catering, seating, and AV replies with the request. HeroDash ticket summaries can give the planner a concise account of the discussion, while the original messages remain available for review. Record which supplier confirmations are still outstanding.

Once the planner confirms the revised brief, a configured trigger can add a follow-up tag and notify the assigned support agent. That agent sends the agreed update through the event’s communication process; the rule itself does not approve capacity or amend a supplier contract.

what comes off the call

Details Behind Each Event Request

Agree these details with your team before coverage begins so the next person can act on the request.

Event name, date, venue, and time zone
Attendee, vendor, speaker, or client contact
Question or change requested and decision deadline

Session, headcount, or supplier affected
Latest approved event brief and attendee instructions
Planner approval contact and event-day escalation route

questions

What buyers ask before they sign.

How much does it cost?

AI voice is US$0.15 per minute and web chat is US$0.15 per session. Live agents start at US$650 per month including 1,500 minutes — about US$0.43 per minute — or from US$5.80 per hour for a dedicated agent working only your account. The minimum engagement is half a seat, not a five-seat block.

How fast can you start answering our phones?

Five days is our normal window to staff a live account — that is five days to find and place an agent who fits your business, not five days of software setup. AI voice can go live sooner because there is no hiring step.

Do you answer in Spanish?

Yes, on the same number, with agents in our Bolivia and Nicaragua operation centres — native Spanish, not machine translation. English and Spanish share one queue, and we cover 60+ more languages if you need them.

Can I mix AI and live agents on one number?

That is the normal setup. You decide which call types go to AI and which reach a person, and you can change the split as your volume changes. Nothing about that decision is locked in at signup.

Can support approve changes to the event budget or capacity?

Your planner approves those changes. Support collects the request and supplier replies, identifies affected contacts, and shares the confirmed update.

Can you coordinate interpretation requests?

Support can collect the language pairs, schedule, audience size, and equipment questions for your planner and language-service supplier. Supplier availability and the final booking are confirmed by those responsible teams.

also worth reading

start

Prepare Support for Your Next Event

Tell us the event schedule, expected inquiry volume, attendee languages, and vendor approval process so we can scope the support workflow. Bring a sample headcount change request so we can work through the handling steps.

Get a Quote