Before the big day, it’s always the same. First, a flood of DMs arrives. People ask where to buy tickets, how to get to the venue, and what time the doors open. Meanwhile, your team is juggling sponsors, vendors, and last-minute chaos—while still trying to reply to every “Can I bring my kid?” message.
Sound familiar? You’re not alone. According to EventMB, 49% of event planners say their biggest challenge is simply keeping communication clear with participants. Furthermore, when messages pile up across Instagram, email, and WhatsApp, it’s easy for things to slip through the cracks.
Why WhatsApp Chatbots Are the Answer
That’s exactly why more organizers are turning to WhatsApp chatbots powered by generative AI—to streamline the whole journey in one continuous conversation. Since billions of users worldwide already use WhatsApp, it’s the perfect place for instant, easy communication.
Moreover, these chatbots don’t just answer questions; they also help guests book tickets, send real-time updates, confirm payments, and even follow up after the event. In other words, they provide fast, consistent, and fully integrated support—right where your audience already is.
Real Results from ConverXion: AI Chatbot in Action
At ConverXion, an AI-focused event by Mimin, attendees experienced this firsthand. Once they messaged the event’s official WhatsApp number, a friendly AI chatbot welcomed them, introduced itself as the event assistant, and guided them through everything they needed—agendas, speaker info, venue directions, ticket bookings, even sponsorship details. And even after the event ended, the chatbot stayed active to assist attendees and keep the conversation going.
1. From “Hello” to Digital Ticket—All Within WhatsApp
Everything started right in the chat. When a participant asked to book a ticket, the chatbot sent a simple form—automatically filled with their details if they’d interacted before. Once submitted, the chatbot immediately followed up with a payment link. No need to jump to another site or download anything.
As soon as payment is confirmed, the ticket appears instantly in the chat—ready to use without any extra steps. No missed emails, no printing hassles. Just one conversation, all on WhatsApp.
2. Building Trust with Instant Support
Building trust is key. The chatbot informs users that their personal information is safely stored and protected. For more complex problems—like lost tickets or payment issues—the chatbot can smoothly transfer the conversation to a live agent, keeping all previous details intact.
3. Reducing Repetitive Work for Organizers
Beyond improving the attendee experience, the ConverXion AI chatbot significantly reduced the workload for the organizing team. Instead of allocating staff to answer repetitive questions, the AI chatbot handled common attendee inquiries such as:
- “Where is the venue entrance?”
- “What’s the dress code?”
- “Is there parking available?”
- “Can I join the event online?”
- “What time does the event start?”
- “Who are the speakers?”
- “Will food be provided?”
- “Where are the restrooms?”
By automating these frequently asked questions, the AI chatbot freed up staff to focus on coordination and logistics while ensuring attendees always received consistent and accurate information.
4. Keeping Guests Engaged Long After the Event
The chatbot continues to assist after the event ends. It sends thank-you messages, shares photo galleries, and delivers feedback forms—all within the same WhatsApp chat. By continuing the conversation after the event, organizers build stronger relationships, gain valuable feedback to improve future events, and keep their audience excited for what’s next.
Thanks to Mimin’s fully integrated system, ConverXion’s entire event experience—from answering questions and ticketing to on-site support and post-event follow-ups—happened seamlessly within one continuous WhatsApp chat. Attendees avoided app switching and long waits, leading to shorter lines, fewer missed opportunities, and a smoother experience overall.
This success proves that a smart AI chatbot is more than just an assistant; it transforms how events run by keeping attendees informed and confident while freeing organizers to focus on what truly matters: delivering a great event without the usual chaos. It’s easy to see why using a smart chatbot is a game-changer—and wonder why it hasn’t been part of your event strategy all along.
Want your next event to run smoother, start faster, and impress your guests? Let’s chat here — and we’ll show you how Mimin’s AI Chatbot can simplify your operations, deliver instant support, and create a seamless experience from start to finish.
ABOUT MIMIN
Mimin is a platform that helps businesses to create conversational customer journeys with Artificial Intelligence. With Mimin, businesses can effortlessly build chat journeys and establish a positive customer experience.
The applications that can be generated include, amongst others, the ease of running chat commerce, chat campaigns, customer automation, omnichannel inbox, and Generative-AI chatbot.
With Mimin, businesses can deliver superior customer experiences, strengthen customer relationships, and build stronger customer loyalty.
Learn more about Mimin by contacting:
Mimin
PT. Admin Pintar Kita
Graha Charis Siem
Jl. Tanah Abang 5 No. 21, Central Jakarta
Phone: +62 856 0322 5212
Email: halo@mimin.io
