For venue & event coordinators
Every inquiry answered in minutes.
Diana is an AI event coordinator. She checks your real availability, prices from your real packages, and files the lead into your CRM. At 11pm on a Saturday if that’s when it landed, and only after you’ve approved it.
15 minutes. Watch a real inquiry become a booked lead in your own CRM.
You’re in control
Set each stage. Change it any time.
Respond to inquiries
Drafted, waiting on your approval
Qualify + file the lead
Diana handles this on her own
Rebook past customers
Your team handles this
Meet Diana
A coordinator who happens to be software.
She reads the email, checks the calendar, prices it from your packages, and writes back then keeps the thread moving until it’s signed.
Writes in your voice
Tuned to how your coordinator actually writes.
Never guesses a number
Prices come from your packages.
Never guesses a date
Checks your calendar before she answers.
Works nights and weekends
Replies while the lead is still reading.
The funnel
Inquiry to booked lead.
7 stages live today. Walkthroughs and documents are next. Walk one inquiry through the whole thing →
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01
Answers inquiries
In your venue’s voice, every hour of every day.
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02
Checks real availability
Your CRM calendar, cross-checked against Google Calendar.
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03
Quotes real pricing
From your packages. Computed, never guessed.
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04
Qualifies and files the lead
Event details extracted and written into your CRM.
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05
Nudges quiet leads
Paced, capped, then handed to a human.
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06
Runs the pre-event sequence
Guest counts, menu deadlines, day-before logistics.
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07
Wins the rebooking
Anniversary outreach, never cold. With attribution.
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08
Schedules walkthroughs
Coming soonOffers tour slots from the venue calendar.
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09
Proposals, contracts, deposits
Coming soonProposal, contract and payment links, followed up until signed.
Works with what you already run.
Diana writes into the CRM you already use. No migration, no second tool to learn. Gatherset is built CRM-agnostic, so she isn’t tied to one vendor.
TripleSeat, Google Calendar, Email inbox are connected today. The rest are on the roadmap, and each one takes build work, so tell us what you run and we’ll be straight about the timeline.
Running several venues? One organization holds them all, each with its own persona, pricing, calendar and gates.
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Events + banquets TripleSeat Live -
Availability cross-check Google Calendar Live - Inquiries + replies Email inbox Live
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Leads + proposals Perfect Venue Coming soon -
Sales + catering CRM Event Temple Coming soon -
Catering + banquets Caterease Coming soon -
Guest CRM SevenRooms Coming soon
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Reservations OpenTable Coming soon -
Calendar + inbox Outlook Coming soon -
Calendar + inbox Microsoft 365 Coming soon -
Events + bookings Planning Pod Coming soon -
CRM + contracts HoneyBook Coming soon -
Contracts + e-sign DocuSign Coming soon -
Deposits + payments Stripe Coming soon
FAQs
Questions, answered.
Getting started
How long until we’re live?
About a month. You send us your packages and pricing, we structure them and connect your CRM and calendar, and then you test Diana in the review queue before she touches a real inquiry.
Most of that time is you reading her drafts and telling us what sounds off. That’s the point. She should sound like your team before she writes to anyone.
Do we have to change how we work?
No. Diana works inside the CRM you already use and the inbox your inquiries already land in. There’s no migration, no new system for your coordinators to learn, and no data to move.
The one new thing is a review queue: a list of her drafts waiting for a one-click approve or edit.
I’m not technical. Is this going to be a project?
Not for you. We do the setup: structuring your pricing, connecting the integrations, tuning her voice. What we need from you is the material you already have (package sheets, pricing, a few past replies) and a coordinator willing to read her drafts for a couple of weeks.
Trust and control
What if Diana gets something wrong?
With a stage set to Approve, nothing reaches a customer without a coordinator reading it first. That’s where mistakes get caught, before anyone outside your team sees them.
Your edits aren’t thrown away either. They tune how she writes next time, so the corrections get rarer.
Can she offer a date we don’t actually have?
She checks your CRM calendar and cross-checks Google Calendar before she says anything about availability. If there’s a conflict, she defers the date and flags it to a coordinator rather than guessing.
Where do her prices come from?
Your configured packages: per-person rates, minimums, service charges, tax. The total is computed from those rules, not generated. If a request doesn’t fit a package you’ve set up, she says so instead of inventing a number.
What if we want to turn her off?
Every stage of the funnel is independently set to Off, Approve or Auto, per venue, changeable whenever you want. There’s also a kill switch that stops her everywhere immediately, and a per-thread pause if one conversation needs a human.
Nothing about it is a one-way door.
Will our customers know they’re talking to AI?
That’s your call, and it should be. Her persona is tuned to how your coordinator actually writes, and every reply goes out under your venue’s name. How you describe her to customers is a decision your team makes, not one the product makes for you.
Fit
We don’t use TripleSeat. Does this work for us?
Gatherset is built CRM-agnostic, so Diana isn’t tied to one vendor. TripleSeat and a Google Calendar cross-check are connected today; other systems are on the roadmap and each one takes build work.
Tell us what you run on the call and we’ll be straight with you about the timeline.
We run several venues. Does that complicate things?
It’s what she’s built for. One organization holds every venue, each with its own persona, pricing, calendar, routing and trust settings. A coordinator working two rooms sees both; the settings don’t bleed between them.
We’re not a wedding venue. Is this only for weddings?
No. It’s built for venues and hospitality groups running private events: corporate dinners, holiday parties, buyouts, concerts, whatever fills your rooms. Our first customer is a Chicago hospitality group with live-music venues, restaurants and event spaces.
Data and security
Who can see our data?
Diana reads the inbox and calendar you connect, and writes into your CRM. The AI providers we use operate under a zero data-retention policy, don’t train models on your data, and are contractually limited to providing our service.
Data obtained through Google APIs is never used beyond providing the features you’re paying for. The full detail is in our privacy policy.
Does our CRM stay the system of record?
Yes. Gatherset isn’t a CRM and doesn’t try to become one. Leads land in your system under a dedicated source, so everything Diana books is attributable in your own reporting. And if you ever stop using us, your data is where it always was.
Something not covered here? Ask on the call →
Book a discovery call
See a real inquiry become a booked lead.
Fifteen minutes, live, using a real inquiry.
- A real inquiry, not a canned script
- Availability checked, priced from real packages
- The lead lands in a CRM, attributable
- Your gates: what you approve, what runs alone
Prefer email? Reach us at claude@gatherset.com.