AI Event Registration Chatbot
Context & Pain points
The client wanted to improve its AI chatbot so users could register events more quickly.
Client Objective
• Help staff register events through natural conversation, reduce data entry errors.
• Speed up processing, with the flexibility to extend the tool to event organizers.
Solution
• We used AI to integrate and analyze user-entered data.
• We designed prompts and conversational flows for the chatbot.
• We standardized input data so the system could accurately recognize event names, dates and times, venues, seating layouts and other registration details.
• We evaluated prompts and AI responses over multiple rounds and tested a range of real-world scenarios to improve accuracy, reduce input errors and strengthen system stability.
Challenge
• Working with new AI technologies required research expertise and substantial time for investigation.
• AI development and testing called for a different approach from conventional software projects.
How We Solved It
• We studied official AI documentation and validated ideas through proofs of concept.
• We built a dedicated AI development and validation environment to compare approaches before applying them to the project.
• We standardized data processing, built an embedding workflow and managed data in ChromaDB to improve response accuracy.
• We tested continuously, refined prompts and evaluated response quality against real data.
Scope
- Offshore development
- High-level design review
- Implementation
- Unit testing
- Integration testing
- Integration testing support
- Code review
- Test scenario review
- Bug fixes
- Operational support during development
System Features
- Conversational event registration
- Event data extraction and standardization
- Input confirmation
- Registration data storage
Outcome
• The AI event registration chatbot was delivered in line with the client's requirements.
• The team gained hand-on expertise in new AI technologies and established a process framework that can be reused on other projects.
Testimonials
Hear from the clients who have worked with Fenix throughout their projects.
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