# EventPilot AI — Product Proposal (Revised)

**Version:** 1.0 · May 2026  
**Status:** Approved for further development  
**Positioning:** AI-powered event operations and guest hospitality management platform

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## 1. Executive summary

EventPilot AI addresses a clear operational problem in weddings, destination weddings, corporate events, conferences, and large gatherings: guest coordination, RSVP tracking, hotel allocation, transport management, and check-ins are difficult to manage manually across spreadsheets, WhatsApp, and disconnected tools.

This proposal refines the approved scope with **AI voice/IVR RSVP confirmation in the MVP** (not deferred to a later phase), a phased roadmap for FieldOps and hospitality modules, and a clear commercial model for target customer segments.

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## 2. Problem statement

Event teams running high-touch programs face:

- **Low RSVP completion** — Many guests ignore forms, emails, and WhatsApp links; some are not comfortable with digital flows (especially common in Indian weddings and large family events).
- **Fragmented logistics** — Rooming lists, cab assignments, and check-in data live in separate sheets and chats.
- **No single live picture** — Organizers, hotel staff, drivers, and check-in teams cannot see the same guest status in real time.
- **On-ground chaos in the final 72 hours** — Arrivals, VIP movement, transport load, and exceptions spike without escalation workflows.

Generic event management tools focus on invitations and seating; they rarely solve **voice-first RSVP** and **multi-vendor field operations** together.

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## 3. Product positioning

**EventPilot AI** is not only an RSVP and logistics platform. It is:

> **An AI-powered event operations and guest hospitality management platform** — mission control for planners, hotels, drivers, check-in staff, and hospitality teams.

Primary value: unify RSVP confirmation (including voice), allocations, QR check-in, and dashboards so premium events run with fewer manual reconciliations and faster on-ground decisions.

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## 4. MVP scope (Version 1)

The first release focuses on practical on-ground operations. **AI voice/IVR RSVP is included in MVP.**

| Capability | MVP detail |
|------------|------------|
| **Guest management** | Import lists, segments, VIP notes, family/grouping |
| **AI voice / IVR RSVP** | See §5 — core differentiator |
| **RSVP dashboard** | Live status, filters, escalation list, manual override |
| **Hotel room allocation** | Guest-to-room mapping, check-in windows |
| **Cab / transport allocation** | Routes, driver assignment, pickup queues |
| **QR-based guest check-in** | Gate/session scan with audit trail |
| **Real-time event dashboard** | Arrivals, confirmations, logistics load |
| **Role-based access** | Organizer, check-in staff, driver, hotel team |
| **Basic event website / RSVP page** | Public RSVP form + branding |
| **Mobile-friendly web** | Field teams use browser on phones/tablets |
| **Payments (optional MVP+)** | Razorpay integration where required for paid events |

**Explicitly out of MVP (Phase 2+):** Dedicated FieldOps PWA, porter/luggage module, shadow/VIP handler app, full helpdesk, volunteer roster, predictive AI, marketplace, white-label.

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## 5. AI voice / IVR RSVP — MVP specification

Keep the first version **simple and reliable**; depth can grow in Phase 4.

### 5.1 Flow

1. Organizer uploads guest list and triggers RSVP campaign.
2. System places **automated outbound voice call** to each guest (batch or scheduled).
3. Guest responds via **voice** or **keypad (DTMF)**.
4. Response options: **Attending · Not attending · Maybe · Call back later**.
5. Status **updates automatically** in the RSVP dashboard.
6. Non-responders appear on an **escalation list** for manual follow-up or re-call.
7. Event team can **manually override** any guest record.

### 5.2 Language

- **Hindi and English** in MVP where feasible.
- Regional language scripts as phased enhancement based on telephony provider support.

### 5.3 Operational rules

- Retry policy for busy/no-answer (configurable cap).
- Quiet hours / calling window per event timezone.
- Call outcome logging (answered, voicemail, failed, completed).
- Compliance note: consent and DND awareness for India deployments (product + legal review before production).

### 5.4 Why MVP (not Phase 4)

RSVP confirmation is one of the largest pain points in Indian weddings and large events. A basic working voice/IVR system is a **strong commercial differentiator** versus standard event tools that rely only on digital forms.

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## 6. Role-based access (MVP)

| Role | Primary capabilities |
|------|---------------------|
| **Organizer / planner** | Full setup, imports, campaigns, allocations, overrides, analytics |
| **Check-in staff** | QR scan, guest lookup, walk-in, arrival updates |
| **Driver** | Assigned trips, guest contact, completion status |
| **Hotel team** | Rooming list, check-in/out, VIP room notes |

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## 7. Future phase roadmap

### Phase 2 — FieldOps mobile app / PWA

**Audience:** Check-in staff, drivers, hotel coordinators, event managers, hospitality staff, volunteers.

| Feature |
|---------|
| Mobile QR check-in |
| Driver mobile / web view |
| Hotel staff mobile / tablet view |
| Event manager mobile dashboard |
| Staff task updates |
| Real-time issue reporting |
| Basic escalation alerts |

### Phase 3 — Guest hospitality & on-ground service

| Module | Features |
|--------|----------|
| **Porter / luggage** | Assign porter to guest/family; luggage count; QR/barcode tags; status: received → in transit → delivered |
| **Shadow / VIP handler** | Assign shadow to bride, groom, VIPs, speakers; schedule/movement notes; status from handler |
| **Guest helpdesk / ticketing** | Requests (cab, room, luggage, food, medical, lost items); assign staff; escalate unresolved |
| **Volunteer & staff management** | Roster, shifts, duty allocation, task completion, supervisor view |

### Phase 4 — Advanced AI, automation & platform

| Feature |
|---------|
| AI no-show prediction |
| Smart cab and hotel allocation |
| Automated reminders |
| AI chatbot for guest queries |
| Smart seating suggestions |
| Predictive logistics alerts |
| Vendor onboarding & event marketplace |
| White-label for planners and agencies |

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## 8. Target customer segments

| Segment | Need |
|---------|------|
| **Wedding & destination planners** | Large guest lists, voice RSVP, rooming, multi-day transport |
| **Event agencies** | Repeatable ops across clients, staff roles, reporting |
| **Hotels & venue partners** | Room allocation sync, arrival windows, VIP coordination |
| **Corporate event teams** | RSVP tracking, access control, executive hospitality, analytics |
| **Destination event producers** | Multi-venue, airport transfers, fragmented local teams |

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## 9. Revenue model

| Tier | Model | Typical fit |
|------|--------|-------------|
| **Starter** | Per-event fee (~$499 reference); up to ~1,000 guests | Boutique events, RSVP + QR focus |
| **Pro** | Per-event fee (~$1,499 reference); up to ~10,000 guests | Weddings, conferences, full logistics |
| **Enterprise** | Custom annual / multi-event contract | Agencies, hotel groups, enterprise teams |

**Add-on revenue:**

- AI voice minute packs beyond plan allowance
- SMS / WhatsApp notification bundles
- Razorpay / payment processing (pass-through + platform fee optional)
- Phase 3+ modules (FieldOps Pro, hospitality desk, white-label)

**Expansion:** White-label and marketplace (Phase 4) for planner networks and vendor ecosystems.

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## 10. Competitive differentiation

| Area | EventPilot AI |
|------|----------------|
| RSVP | Digital forms **plus** AI voice/IVR in MVP |
| Logistics | Hotel + cab allocation in same guest timeline |
| Field | Role-based views; Phase 2 dedicated FieldOps |
| Hospitality | Phase 3 luggage, VIP shadow, helpdesk |
| Market fit | Strong fit for Indian weddings & destination events |

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## 11. Success metrics (MVP)

- RSVP completion rate vs. baseline (forms-only period)
- % guests confirmed via voice vs. web form
- Time to reconcile rooming and transport lists
- Check-in throughput (guests / hour / gate)
- Non-responder escalation resolution time
- NPS from pilot planners (3–5 anchor events)

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## 12. Technical notes (high level)

- **Web app:** Organizer dashboard + public RSVP site (Next.js / responsive).
- **Voice:** Telephony + STT/TTS or IVR provider integration; webhook status sync to API.
- **Backend:** Guest, RSVP, allocation, check-in, roles (existing event-pilot-backend direction).
- **QR:** Unique guest tokens; scan API for check-in staff.
- **Auth:** Role-scoped sessions per event.

Detailed architecture to be maintained in engineering docs as implementation proceeds.

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## 13. Approval & next steps

| Step | Owner |
|------|--------|
| Confirm MVP telephony vendor & Hindi/English scripts | Product + Engineering |
| Pilot with 1–2 weddings / 1 corporate event | Operations |
| Finalize Razorpay scope for MVP vs. fast-follow | Product |
| Build Phase 2 FieldOps spec after MVP check-in stable | Product |

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*This document supersedes earlier proposals that placed AI voice RSVP only in a future AI phase. MVP scope in this revision matches stakeholder feedback received May 2026.*