Situation
The organising team needed a way for attendees to ask questions and to read the programme without printing another run-of-show. Volunteers were spending the day on basic timetable questions instead of the problems only a human could solve.
Constraints
Attendees would not download a dedicated app for a short community event. Messages had to reach the info desk, not disappear into a generic inbox. The programme in the bot had to match what was happening in the rooms.
Implementation
HackBelgium used the Eventumbot chatbot as the attendee communication tool: Messenger for questions, full programme access in the same thread, and instant messages routed to the info desk team. The Botwiser team helped configure the bot for the live event rather than leaving a template on the floor.
Results
- Attendees sent instant messages to the info desk instead of queueing for basic facts.
- Live questions about the basic programme dropped because the timetable was in the chatbot.
- Volunteers could focus on harder tasks.
- The organisers recommended Eventumbot for community events that cannot staff a large helpdesk.