From 1000+ back-and-forth conversations to pure focus on Event Magic

The Wintercircus in Ghent is a historic building that has been transformed into a real and vibrant tech hub for technology. Next to its role as a tech incubator, the Wintercircus also operates as an event and B2B venue, making it a unique crossroads where technology and commerce meet.

With so much excitement around the opening, the venue and the companies, the demand for information was immense. Wintercircus, and especially Amber’s team, was tied up answering the same questions, chasing details from “shoppers”, lacking information from inquiries and managing a combination of different processes.

“Our mission is to create impact and bring entrepreneurs together. Every hour spent on repetitive questions is an hour lost to our real goal,” Amber explains.

The amount of e-mails and information requests were piling up and were slowing the team down. They needed a way to streamline communication and processes.

Introducing: Betsy, the Event Planner 🐘

Wintercircus got in touch with Rookoo and together we explored the options. Rookoo’s ExperienceAI (agents) focus on handling inquiries, but especially focuses on the intake part of the customer journey. The platform easily connects to Odoo, Salesforce, Hubspot,... from a CRM point of view, but also to YesPlan, Tripleseat, Sevenrooms and others from the event management/ planner point of view.

Since there was a clear integration path, we were able to move quickly. We embedded our ExperienceAI onto the Wintercircus website as a conversational chat interface allowing easy access for visitors or planners with questions.

Low and behold, Betsy*, was born. Betsy would become Wintercircus' dedicated point of contact and AI event planner for all incoming questions and inquiries on the Wintercircus website.

Behind the Curtains

Betsy took over first-line communication: automatically handling repetitive questions, handling intake questions and escalating when needed. Giving Wintercircus’ team time back to focus on actual bookings and offering event magic.

Since Betsy is integrated and connected to other applications, it’s able to take a couple of extra actions. Betsy does the following:

• Odoo – It captures and adds the required attributes into Odoo that are needed for a quote.

• Yesplan – to check the schedule and see what slots are available for bookings

When Betsy is done with collecting all necessary details, the Wintercircus team takes over and focuses on what matters most: ensuring that you have a magical event at a magical place.

Box Office Numbers

Betsy launched 7 months ago and it didn’t just chat, it qualified. Betsy took the lead on 1200+ incoming conversations acting as the dedicated, 24/7 point of contact.

By fully resolving the queries and handling the intake for the majority of users Betsy achieved a nearly 70% automation rate. This resulted in 387 targeted, ready-to-book or complex inquiries that needed the specialized help of the Wintercircus team.

What else? Wintercircus’ team has a better understanding, overview and focus. They can focus on clients and work on their own roadmap, planned events and production.

The Next Act?

While all of the above is already impressive, the show is far from over. Together with the Wintercircus team we are already working on the next act with Betsy.

Over the next couple of months we will be expanding Betsy’s skillset. We will be adding, connecting and learning Betsy to check more tools and platforms. By deepening the knowledge and integration we can ensure Betsy becomes an even more robust member of the Wintercircus team.

Fun little fact: Why the name Betsy? Betsy was the last real elephant that lived in the circus before it became a car garage.