QX Labs
whatsappWhatsApp agent for event venues

The AI booking desk for event venues, on WhatsApp

Checks dates, quotes packages from your brochure, books viewings and passes weddings to your events manager.

WhatsApp
WhatsApp
Google Calendar
Google Calendar
Google Sheets
Google Sheets
HubSpot
HubSpot
Google Forms
Google Forms
9:41
SB
Stowford Barn
online
Today
Message

Give it your brochure, your dates and your rules

QX connects to over 1,000 apps, so it runs on the tools you already use.

1

Your packages and venue guide

Upload your brochure, corporate packages deck and supplier guide. It reads your website too.

  • Venue brochure 2026.pdf
    PDF
  • Corporate packages.pptx
    PowerPoint
  • Supplier guide.pdf
    PDF
  • stowfordbarn.co.uk
    Website
2

Where enquiries go

Choose exactly what it can do, one app and one job at a time.

  • Google Calendar
    Book viewings
    Google Calendar
  • Google Sheets
    Update bookings and log callbacks
    Google Sheets
  • HubSpot
    Save new enquiries
    HubSpot
  • Google Forms
    Share the dietary needs form
    Google Forms
3

What comes to you

Decide which messages need a person, and what the client is told.

  • Weddings or over 120 guests
    Log a callback
  • A problem on the event day
    Share the venue manager's mobile
  • Contracts, deposits or refunds
    Log a callback with the details
  • Access needs for a guest
    Note it on the booking

Illustrative agents for venues, on WhatsApp

Explore examples of agents handling different types of customer requests. Select one to see the conversation.

9:41
SB
Stowford Barn
online
Today
Message

How AI agents help event venues

With QX, clients get a free date, a price and a viewing in one chat.

Without an agent

  • Checking the bookings sheet for a date between courses
  • Typing out package prices and capacities after the last guest leaves
  • Agreeing a viewing time over several messages
  • Copying names and emails into HubSpot on Monday morning

With QX

  • Dates checked in your bookings sheet while the speeches run
  • Packages and capacities quoted from your brochure as enquiries arrive
  • Viewings booked into free slots in Google Calendar
  • Every enquiry saved in HubSpot and weddings logged as callbacks

Spend your week on the events you host

Your agent answers your WhatsApp from the morning setup to the last dance, and keeps your bookings sheet and viewing diary up to date.

Free dates checked in seconds

A Saturday in June or a Thursday in March. It reads your bookings sheet and tells the client straight away whether the date is free.

Packages and capacity from your brochure

An evening party in the Barn or a team day in the Garden Room. Package prices and room capacities come straight from your brochure.

Viewings booked around your events

Clients get two free times from your calendar, and the viewing goes in with their name, date and guest count.

Supplier times on the booking

Bands, cakes and florists. It shares your 2pm access time and 11:30pm music finish from the supplier guide, then adds each arrival to the bookings sheet.

Weddings passed to Carys

A wedding or a large celebration. After checking the date, it takes the best number and logs a callback so Carys rings back ready to talk packages.

Every enquiry saved to your CRM

Each client's name, contact details, date and type of event goes into your CRM, such as HubSpot, as the enquiry arrives, so every lead sits in one place.

FAQs

No. It tells the client whether the date is free in your bookings sheet, books a viewing and saves the enquiry in HubSpot. Holds, contracts and deposits stay with your team.

It reads the bookings sheet you keep in Google Sheets, so it answers from the same dates your team works from. Viewings go only into free time in Google Calendar.

Prices come only from the brochure you upload, including what each package covers and the capacity of each room. For a wedding or a bespoke event, it follows your rule and logs a callback instead of guessing.

No. Replies go only to people who message you first, and it never starts a conversation. Every thread shows in your QX chat history, so your team can see who viewed and what they asked.

WhatsApp is included on every plan, and each reply spends credits like any other agent run. The pricing page has the current plans and credit prices.

See it working for other businesses

Restaurants and cafés

Takes table bookings, answers from your menu and allergen guide, and passes private hire to your manager.

Hotels and guesthouses

Checks your rooms, quotes your rates, takes the booking and answers guests from your house rules.

See every industryFind your business in the full list, from accountants to vets.

Answer your next venue enquiry in seconds

Free to start. Upload your brochure, connect your bookings sheet and let QX take the next message.