Event Guest Confirmation Calls

Hosting an event with 20+ guests means tracking who's coming, who's maybe, who hasn't replied. Texts work for some; phone calls work for the older relatives, shy guests, and the people who never check WhatsApp. A call from a polite voice — even an AI one — has higher response rates than yet another DM.

What it does

Calls each guest in sequence using your Twilio number
Confirms attendance: yes / no / maybe
Asks dietary restrictions, plus-ones, special needs
If voicemail: leaves a polite message with text follow-up
Logs everything in memory
Compiles a summary spreadsheet for your event planner / spouse

What you'll need

Voice tools with Twilio configured (see Phone-Based Assistant)
A guest list with phone numbers
~30 minutes for a 20-guest list (calls run sequentially to respect rate limits)

Setup

1. Prepare the guest list

A simple JSON file at ~/.flowly/events/<event-slug>/guests.json:

json

[
  {"name": "Aunt Ayşe", "phone": "+905551234567", "language": "tr"},
  {"name": "Erkan", "phone": "+905552345678", "language": "tr"},
  {"name": "Sarah", "phone": "+15551234567", "language": "en"}
]

2. Set the call script

Send to Flowly

For each guest in events/<event-slug>/guests.json, call them with this script (translate to their language): GREETING: "Hello, this is the assistant for [host] inviting you to [event] on [date] at [location]. I'm calling to confirm whether you can attend." WAIT for response. PARSE INTENT: - Yes/coming/will be there → confirmed - No/can't/sorry → declined - Maybe/will try/let me check → tentative - Unrelated chatter → "Sorry, I just need to know if you can come." Repeat once, then mark "no_clear_answer". FOLLOW-UP if confirmed or tentative: "Wonderful. Two quick things: 1. Any dietary restrictions or allergies I should pass along? 2. Will anyone be joining you?" CLOSE: "Perfect, thank you. [Host] will be in touch with details closer to the date. Have a lovely day." If voicemail picks up: leave a 15-second message asking them to text back, then move on. Wait 30 seconds between calls to avoid hammering the network. Save each guest's outcome to memory tagged "event:<slug>:rsvps".

3. Run it

Send to Flowly

Run RSVPs for event "wedding-2026-09-15"

The agent confirms scope first ("about to call 24 people, ~45 min, proceed?"). On approval, it dials sequentially and posts updates to Telegram every 5 calls:

"Progress: 5/24 done. 4 confirmed, 1 declined."

4. Review

When complete:

Send to Flowly

Show me the RSVP summary for event "wedding-2026-09-15"

Returns a clean table:

Guest	Status	+1?	Diet
Aunt Ayşe	Confirmed	No	Vegetarian
Erkan	Tentative	—	—
Sarah	Confirmed	Yes	Gluten-free

Plus exception list — voicemail, no answer, unclear — to follow up manually.

Tips

Time-of-day matters. Calling at 11 AM on a weekday gets older guests who are home; 7 PM gets working adults. Avoid 9 PM+ unless you know the guest stays up late.
Brief script, not interrogation. Don't ask 5 questions; ask 2. Anything more and people hang up.
Don't call the same person twice automatically. If a guest doesn't pick up, leave voicemail and stop. Multiple call attempts feel pushy.
Match language. A Turkish AI calling an English-only guest is worse than no call. Per-guest language tag, agent adapts.
Cost is real. Twilio outbound is per-minute. 24 guests × 90s average = ~$5–8 per event. Budget accordingly.
Edge cases. Wrong number, deceased relatives (yes, this comes up), busy lines — the agent should fail gracefully and flag for manual review, not retry indefinitely.