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AI agent for event marketers

Registrant Communication Flow Agent

Keep registrants informed and reduce no-shows

CommunicationMarketingHospitality and events
See how it worksGet access
Registrant Communication Flow Agent: what goes in, what the agent does and what you get

What it does

Registrants need confirmations, reminders and logistics at the right time, and one wrong time zone can empty a session. When registration opens, this agent builds the email flow for the event: confirmation, calendar invite, reminders, logistics and last-minute details. It personalizes each email by segment, such as in-person or virtual and region, with times shown in the registrant's time zone. It checks every email for the correct date, time zone, links and venue details. If any check fails, it fixes the email and checks again. The event marketer approves the whole flow before it starts. After sends, it tracks opens, bounces and attendance and adjusts reminder timing for the next event. Edge case: a schedule change triggers an update email to all registrants, which the marketer approves before it goes out.

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, continueApprovedNo 1 STARTS WHEN Registration opens 2 USES A TOOL Build the email flow 3 DOES Personalize by segment 4 CHECKS THE RESULT Do all emails pass date, time zone and link checks? If not: fix errors and recheck. Back to step 3. 5 YOU APPROVE Event marketer approves the flow 6 USES A TOOL Send emails and track attendance 7 RESULT Flow report
Read the steps as a list
  1. Registration opens
  2. Build the email flow
  3. Personalize by segment
  4. Do all emails pass date, time zone and link checks?If not: fix errors and recheck. Back to step 3.
  5. Event marketer approves the flowThe agent waits here for your OK.
  6. Send emails and track attendance
  7. Flow report

How it decides

Each email must pass date, time zone and link checks.

  • Time zone by registrant region
  • Schedule changes trigger updates
  • Reminder timing adjusted from past events

Make it yours

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

  • Reminder timing
  • Segments
  • Templates

What keeps you in control

It always asks you first

  • Email flow

Hard limits

  • Never sends unapproved emails
  • Never shares registrant lists

It stops when

  • Done: event over
  • Stop: event cancelled

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 happensRegistration for a webinar on March 12 opens on February 10. The agent builds a 5-email flow and adds versions for customers and prospects. The check fails: the reminder shows 2 p.m. Eastern for European registrants, and one link points to last year's page. The agent fixes the time zone and link and reruns the checks. The event marketer approves the flow, and attendance reaches 43%.

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