The inquiry nobody saw
A couple gets engaged Friday, spends Saturday touring venues online, and inquires at yours while your team is running a wedding. By Monday's reply, they've already walked two other spaces.
AI automation for wedding & event venues
You host the celebration. Your systems should handle everything else.
We build AI workflows that answer every inquiry in under a minute — even mid-reception on a Saturday night — book tours while you're walking a couple through the grounds, follow up through a year-long engagement, and keep your off-peak dates from sitting empty.
Built for independent venues and small venue teams · Works with the inbox, calendar, and event software you already use · No new platform to learn
Prefer to talk it over first?Call or text us — a real person, no phone tree, no pressure.
The date rarely goes to the prettiest venue. It goes to the one that answered first.
The couple who went quiet
They loved the tour but weren't ready to sign. With no steady, useful follow-up, the deposit eventually lands at whichever venue happened to check in last.
The date that sat empty
Your Saturdays book out a year ahead while Fridays, Sundays, and off-season dates sit open — not for lack of interest, but because nobody works the past inquiries and waitlist for them.
What we automate
Six workflows that run while you're hosting
Pick one to see exactly how it runs. Every workflow is written in your venue's voice, sends from your number and inbox, and hands the conversation to your team the moment a human should take over.
How it works
Audit first. Build second. Autopilot third.
No 40-tool tech stack, no six-month implementation. We find where your bookings leak, build only what fixes it, then run it for you.
Free Workflow Audit
Free workflow audit — included, your first step
A working session on your actual venue — where inquiries come from, how fast they're answered, and where couples drop off between inquiry, tour, and contract.
- Full map of your inquiry-to-booking flow
- The 3–5 workflows worth building first, in order
- Written plan you keep either way
The Setup Sprint
Included in the flat fee
We build your priority workflows inside the tools you already pay for — inbox, texting, calendar, event software — and test them against real inquiry scenarios before anything goes live.
- Messages written in your voice, approved by you
- Connected to your inbox, calendar & booking tools
- Tested end-to-end before launch
Workflow Partner
$499 / month · flat
Your automations, managed. We watch what's running, fix what breaks, tune what's underperforming, and report what it produced.
- Monitoring, fixes & ongoing tuning
- Monthly report: inquiries answered, tours booked, dates filled
- New workflows added as your calendar fills
Do your own math
How many hours is follow-up actually costing you?
Slide to your real numbers. This is your arithmetic, not our marketing — the estimate updates as you move.
The Knot, WeddingWire, your website, Instagram, and referrals combined
Texts, calls, and emails before a couple books a tour or goes cold
Reading, replying, checking the date, logging it, setting the next reminder
Tour scheduling and reminders, hold and contract chasing, review requests
41 hrs / month
That's the follow-up and admin workload these workflows are built to take off your plate — answered faster than a human could, including at 8:12 PM on a Saturday, mid-reception.
Follow-up time: 23.3 hrs
Admin time: 17.3 hrs
Your $499/mo works out to $12 per hour handed back
Pricing
One flat fee. No surprises.
Budget-friendly on purpose: one flat monthly fee for the build-out and management, plus one small one-time service fee when you start. That's the whole price — no hourly billing, no per-inquiry charges, no percentage of your bookings.
Workflow Partner — flat fee
$499 / month
The service itself: your AI automation, built and managed.
- Free workflow audit & plan included to start
- Build-out of your priority workflows
- Instant response on every new inquiry, 24/7
- Tour booking, nurture & off-peak campaigns kept running
- Monthly report in plain English: what ran, what it booked
$499/mo + one-time $49 = $548 to start
$548 due first month
Then just $499/mo after that. The $49 service fee is charged once — it is not monthly.
- $499/mo — Workflow Partner flat fee (above)
- +$49 one-time — service fee, charged once when you start
- = $548 due the first month, then $499/mo — everything included
- No setup surprise: audit & build-out are part of the flat fee
Every engagement starts with the free workflow audit and build-out, both inside the flat fee — so the monthly only ever pays for systems matched to your venue. Vaivin works with a small number of venues at a time so the systems stay personal.
A week with it running
What changes, day to day
Monday
Weekend inquiries, already warm
Every Friday and Saturday inquiry was answered within the minute — two tours are already on this week's calendar.
Tuesday
Tours run themselves
Confirmations, directions, and day-before reminders went out on their own. No no-show surprises, no phone tag.
Wednesday
A quiet couple wakes up
A couple who toured eight months ago replies to a real-wedding story from your venue. The thread lands with your events team, warm.
Thursday
A date hold gets saved
The contract reminder goes out before Friday's hold expiry — deposit link clicked, date locked, no awkward chase call.
Friday
Last week's wedding pays forward
The couple gets their review request and their planner gets a thank-you — timed while everyone's still glowing.
Questions
Asked by venue owners, answered straight
No. The workflows are built inside the tools you already use — your inbox, your texting number, your calendar, and the event or CRM software you run today. The Audit starts by looking at your current stack, and the build only adds what's genuinely missing.
The messages are written from your venue's real replies, in your voice, and you approve every word before anything sends. Couples hear from “your venue” — just faster and more consistently than a Saturday-night schedule allows. Anything personal, emotional, or unusual hands off to your team immediately.
The workflow handles the routine parts — date availability, guest count, tour times — and the moment a conversation needs a person, your team is notified with the full thread in front of them. You step in exactly where you're best: the tour, the tasting, the relationship.
Yes — holds, expiries, and contract steps are tracked against your live calendar, and reminders go out before a hold lapses. The system never confirms a date on its own: a human on your team always gives the final yes before anything is promised.
It does. Corporate holiday parties, fundraisers, quinceañeras, and private celebrations get their own inquiry and follow-up flows, tuned to their shorter planning cycles — and they're often the fastest way to fill your off-peak calendar.
Because automating the wrong thing wastes the flat fee. The free workflow audit — included when you start — maps where your bookings actually leak and ranks the builds by payoff, so your $499/mo only ever funds what earns. You see the plan before the first workflow goes live.
Start with a discovery call
Tell us a little about your venue and we'll reply with times to talk through your free workflow audit and what to have handy. One flat $499/mo plus a one-time $49 service fee — $548 due the first month, then $499/mo — if we move forward. The form opens your own email app with everything filled in; nothing is sent until you hit send.
- A map of where your inquiries and tours leak
- The priority builds, in order, with the why
- A plan that's yours whether we build it or not
Rather just call or text?
Skip the form — reach us directly at (214) 744-3297 and we'll set up your discovery call on the spot.
Prefer email directly? [email protected] or [email protected]
