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AI agent for event planners

Attendee Accessibility and Special Request Agent

Every request has a confirmed answer before the event, and attendees know what to expect.

CommunicationMarketingHospitality and eventsOperations
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Attendee Accessibility and Special Request Agent: what goes in, what the agent does and what you get

What it does

An attendee writes needs a wheelchair route in a free text box, and the note is never read. This agent extracts accessibility, dietary and language requests from registrations and emails and matches each one to what the venue, caterer and staff can provide. It flags anything that cannot be met and drafts options. Open items are chased with the vendor and rechecked a week out, then again two days out. For each request it confirms the final answer is recorded and replies to the attendee after the marketer approves. Edge case: a request for a sign language interpreter needs notice, so it is escalated first.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN New registration or email with a request 2 USES A TOOL Extract each request and its type 3 DOES Match each request to venue, caterer and staffcapabilities 4 CHECKS THE RESULT Can each request be met? If not: draft alternatives and flag the item for themarketer. Back to step 3. 5 USES A TOOL Send questions to vendors for items that needconfirmation 6 DOES Log each answer and its source 7 CHECKS THE RESULT Does every request have a confirmed answer from thevendor? If not: chase the vendor again and rank the item by leadtime. Back to step 5. 8 DOES Draft replies to attendees with what is confirmed 9 YOU APPROVE Marketer approves replies to attendees 10 DOES Recheck open items 7 days and 2 days before theevent 11 RESULT Special requirements sheet for the event team
Read the steps as a list
  1. New registration or email with a request
  2. Extract each request and its type
  3. Match each request to venue, caterer and staff capabilities
  4. Can each request be met?If not: draft alternatives and flag the item for the marketer. Back to step 3.
  5. Send questions to vendors for items that need confirmation
  6. Log each answer and its source
  7. Does every request have a confirmed answer from the vendor?If not: chase the vendor again and rank the item by lead time. Back to step 5.
  8. Draft replies to attendees with what is confirmed
  9. Marketer approves replies to attendeesThe agent waits here for your OK.
  10. Recheck open items 7 days and 2 days before the event
  11. Special requirements sheet for the event team

How it decides

It ranks requests by lead time needed and marks anything without a confirmed vendor answer as open.

  • Treat interpreter and mobility requests as high lead time.
  • Mark an item open until a vendor confirms in writing.
  • Chase unanswered vendor questions after 2 days.
  • Never share health details beyond the event team.

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Request types covered
  • Vendor chase delay (default 2 days)
  • Recheck days before the event
  • Who sees the requirements sheet

What keeps you in control

It always asks you first

  • Marketer approves replies to attendees

Hard limits

  • Treat health information as private
  • Never promise something the vendor has not confirmed

It stops when

  • Done: all requests have confirmed answers.
  • Stop: a request cannot be met and the marketer chooses an alternative.

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA registrant on October 2 asked for step-free access and a vegan meal for a November 14 event. The venue sheet showed a ramp on the east door only. The agent asked the venue to confirm, and no reply came in 2 days, so the check failed. It chased again and got confirmation. The marketer approved a reply with the east door route and the meal confirmation.

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