8:47am, Saturday. The music festival gates opened seven minutes ago. Your info desk already has 23 people in line. Every single one is asking: "where's the ATM?" (12), "when does the main act start?" (7), "where do I park?" (4). Your info-desk staff — the ones you paid €180 each for the day — spend the next four hours answering the same 20 questions 400 times. By 6pm, they're snapping at guests. Your evening lineup gets one-star Google reviews the next Monday.
The top 20 questions every event gets, in order
- "Where do I park?" — every 90 seconds all day.
- "When does [act] play?" — front-loaded pre-noon, then again pre-headliner.
- "Where's the ATM?" — half a dozen times an hour.
- "When does the main act start?"
- "Where's the closest food?" — spikes at 12:30 + 6:30.
- "Is there re-entry?"
- "Where's the wristband collection?"
- "Is [act] running late?"
- "Where's medical / lost & found?"
- "Are there lockers?"
- "Wi-Fi password?"
- "Am I allowed to bring [X]?"
- "How do I upgrade my ticket?"
- "Is the after-party inside the wristband?"
- "Where's the smoking area?"
- "Are there vegan options?"
- "What time do gates close?"
- "Is there a shuttle?"
- "Can I use my card everywhere?"
- "Where's the exit?"
That's ~400 asks over an 8-hour event, distributed across 4-6 info-desk staff. Every one of them is answerable from documents you already have (the parking map, the schedule, the vendor list).
What handling them looks like: info desk vs. QR-to-WhatsApp
Info desk. Line forms, 4-5 minutes per question, staff burnout accelerating. Your guest reaches the front of the line, asks "where's the ATM?", walks 200m to it, comes back to their friends, tells them to come get cash — now three more people in that queue.
QR-to-WhatsApp. A printed QR on the wristband, the badge, every signpost. Scan → opens WhatsApp → talks to your event AI. "Where's the ATM?" → instant reply + Google Maps pin dropped in the chat. Guest walks straight there, doesn't queue, doesn't drag friends into it. 95% of the 400 questions handled instantly.
Cost comparison
Info desk model
4 staff × €180/day = €720/day. Plus tent rental, printed FAQ handouts, radio comms. Say €900/day, single day. For a 3-day festival: ~€2,700, and you still lose 30% of guest interactions to the queue.
AI concierge (single event)
Event tier starts at €149-249 for a 3-day event, all-in. QR codes printable from Canva. 1 staff member on standby for the 5% that escalate. Total: ~€400 for the same 3 days, and 95% of guests get answers in under 3 seconds without queuing.
The Thursday setup that gets you a QR by Saturday
- Thursday morning. Send us the event schedule, venue map, FAQ. We build your instance overnight.
- Thursday evening. QR code arrives in your inbox — print it, add it to badges + signage + programs.
- Friday. Sound check the AI with your team — ask it your top-20. Fix anything wrong in the KB.
- Saturday. Doors open. QR code lives on every touchpoint. Your info desk handles the 5% of edge cases; the AI absorbs the rest.