Events & venues / During the event
Day-of-event guest information
Guests need practical answers while they are on the way or already inside: where to enter, where to go next, and what has changed. An AI agent gives them one place to ask throughout the event experience.
Before they reach the door
Arrival instructions should match the guest’s route.
Different arrival methods create different needs. The answer can connect venue instructions with relevant day-of-event updates.
Parking, payment, entrance, overflow parking
Closest station, walking route, shuttle stop
Drop-off point and departure pickup
Dedicated coach or shuttle entrance
Doc Search · Data Search · AI Answer with Live Web Search enabled, when current public information matters
Once inside
Make a large venue easier to move through.
Guests often need more than a room name. They may need the route, a map, or help locating a service.
Session rooms and exhibition halls
Dining, coffee, and restrooms
Coat check and guest services
Quiet rooms, prayer rooms, and charging areas
Elevators and accessible routes
The agenda can move
Answer from the live event schedule.
“What is happening next?” “Who is speaking at 3 PM?” “Has the keynote moved?” The response should reflect the latest available schedule and explain what changed and what the attendee needs to do next.
Delayed start and room change
When lunch starts · Where the product session is · Whether a workshop is full · Which sessions are in the west wing
Details vary by event
Give the exact process, not a generic venue answer.
Registration, meals, and other practical details can depend on attendee type, package, or event schedule.
Where it is · When it opens · ID or QR code · On-site registration · Badge pickup · Missing badge · Separate attendee desks
Meals included · Food service and coffee times · Vegetarian or vegan options · Dietary meal collection · Outside food · Public concessions
Same question, different instructions
Use the attendee’s role when it is known.
A speaker, exhibitor, VIP guest, and general attendee may ask the same question but need different event-day information.
Green room, AV check, stage access
Loading, badge pickup, booth support
Separate entrance, lounge, hosted check-in
Registration, sessions, food, networking
When an answer is not enough
Escalate the issue with location and context attached.
Some issues need staff, and attendees may need help quickly.
- Lost badge or missing registration
- Room capacity or inaccessible route
- Lost property or technical problem
- Security issue or medical concern
Route the conversation with the guest’s issue, location, and event context already captured.
Configured from AskHandle building blocks
What powers the guest guide
Answers draw from event-specific sources. Data Search looks up structured room, map, or schedule details; Doc Search retrieves written instructions and policies.
Venue instructions, registration process, catering details, and written event guidance.
Search a website or specific URL when current public information matters.
Show a venue map or diagram when visual guidance is more useful than text.
The event-day outcome
Help guests get from arrival through departure with fewer unanswered questions.
Reduce repetitive information-desk questions, make arrival and registration clearer, help guests navigate the venue, surface agenda, food, and accessibility information, communicate changes, and route urgent issues with context attached.
Common questions
How guest information works on event day
Can the AI agent answer room and session-location questions?
Yes. Data Search can use venue maps, room information, and the event agenda to guide attendees to the right place.
Can it provide current schedule updates?
Yes, when the latest event schedule is available. The agent can explain room changes, timing updates, and other agenda changes.
Can it help with accessibility information?
Yes. Doc Search or Data Search can provide entrance, elevator, restroom, parking, and other accessibility details.
Can it show venue maps?
Yes. AI Answer with Image Answers enabled can present maps or other visual guidance when images are more useful than text alone.
Can it answer questions for exhibitors, speakers, and VIP guests?
Yes. If attendee type is available, the agent can provide the instructions that apply to that role rather than using one generic guest flow.
What happens when someone needs staff assistance?
The conversation can move to Human Handoff with the issue, event, and location context already included.