01
What's the occasion, and when is it — or when are you hoping?
The date is the first fact of the business. It's gathered immediately and flagged to you — the AI never says you're free.
For event planners
The inquiry sent to
four planners at once.
A couple gets engaged, a company books a venue hold, a milestone birthday gets serious — and the same evening, the same inquiry goes to every planner on the shortlist. Published benchmarks say replying inside five minutes converts roughly nine times better. The first real conversation usually wins the event.
Events are won in the first conversation, not the proposal
By the time someone writes to a planner, they've been living in spreadsheets and Pinterest boards for weeks. The inquiry is them deciding to hand it to a professional — and they send it to several at once. The planner who engages first, asks sharp questions and sounds genuinely interested sets the bar every other reply gets measured against.
The timing is cruel: inquiries spike evenings and weekends, exactly when you're running events. Published benchmarks put the median first response at 42 hours, with 63% of companies taking longer than an hour. A Saturday-night inquiry that waits until Monday has usually already had two warm replies from competitors.
LeadsApp answers the moment the inquiry arrives, in your voice. It gathers what your first call needs — date, venue status, headcount, budget comfort, the feel they're going for — and leaves the two things that are actually yours alone: confirming you're available, and pricing the work. Every draft waits for your approval by default.
9x
Higher lead-to-opportunity conversion when the reply lands inside five minutes
42h
Median time for a business to answer a new inquiry at all
63%
Of companies take longer than an hour to reply to a new inquiry
Published industry benchmarks — not our own data
The intake questions it actually asks
Yours, in your voice — these are examples of the shape. One or two at a time, warm and specific, the way you'd reply from your phone between site visits.
02
Do you have a venue, a shortlist, or nothing yet?
Venue status tells you the real scope: full planning, partial, or month-of coordination.
03
Roughly how many guests are you imagining?
Headcount drives everything downstream — asked early, accepted as a range.
04
Is there a budget range you're working within?
Asked plainly and kindly, because it's the question that decides whether the first call is a fit conversation or a redirect.
05
What's the feel you're going for — and is there an event you loved that we should know about?
The creative anchor for your first call, in their words, while the excitement is fresh.
06
When's a good time for a quick call this week?
Events are sold in conversation. The AI's job is getting that call on the calendar first.
Example — not a real client
What this looks like in your inbox
An illustration we wrote, not a customer message. Everything in [brackets] is pulled from the business profile you fill in during setup — the AI states nothing it wasn't given.
Website contact form — Saturday, 9:36pm
Hi! We just got engaged (!!) and are looking at October 10 next year, hopefully at [venue] — we have a soft hold. Probably around 120 guests. We both work a lot so we're looking for full planning. What do your packages look like and do you still have that date open?
Draft reply — waiting for your approval
Hello — and congratulations, that's wonderful news! This is an automated first note from [Studio name] so you're not waiting while we're out running an event tonight; [Planner name] will reply personally.
A [venue] celebration with a soft hold already in place is a great starting point. Two quick things so [Planner name] can come back with real answers:
1. Is October 10 the date you'd commit to if everything lines up, or are you weighing a couple of options?
2. Beyond full planning, are there pieces you already know you want handled — design, vendor team, month-of logistics?
[Planner name] will confirm availability for the date and walk you through how we work [within the timeframe you've set in your profile].
— [Studio name]
90
Hot
Why: A dated inquiry with a venue soft hold, a stated headcount, full planning explicitly requested, and a direct ask about booking — this is a client choosing a planner this week.
Read the reply again: they asked "do you still have that date open" and it never answered — availability is yours to confirm, and packages are yours to price. Its job was to hold their excitement and book the call before another planner did.
What it will never do for an event planner
The two facts this business runs on — whether you're free and what it costs — never come from the AI. It holds the conversation; you hold the calendar and the pricing. Review-before-send is the default.
- Never confirms, implies or hints at availability for a date. It gathers the date and flags it for you — the calendar answer is always yours.
- Never quotes packages, rates, minimums or custom pricing you didn't put in your profile — and if you keep pricing off the profile, it says a human will walk them through it, nothing more.
- Never makes creative or logistical commitments — no vendor promises, no 'of course that's doable' to ideas you haven't seen.
- Never comments on other planners, venues or vendors a client is considering.
- Escalates instead of replying when a message is about a live event — a change request, a vendor problem, a day-of question from an existing client. Those get a human, immediately.
- Never states services, past events or team members you didn't put in your profile, and never contacts anyone who didn't contact you first.
The next event inquiry arrives during someone else's event.
Point your contact form at LeadsApp, or forward the inbox it already emails. The next couple or corporate team hears back within a minute — date gathered, call booked — and the availability answer and the quote stay yours. You approve every word until you decide otherwise.
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is waiting. Reply.
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