Answer event planners' layout, AV and catering questions from your venue pages
Planners shortlisting venues need to know room capacities by layout, what AV is in the room, and whether outside catering is allowed. GetFoxChat answers from your floor plan and policy pages and sends date and proposal requests to your sales team.
What event planners ask on a event venue website
These are the questions event planners typically type into a event venue website. Next to each: which of your pages answers it, and what the operator does with it.
“How many people fit in the ballroom for a seated dinner?”
Answered from: your rooms and capacities page. It reads back the banquet capacity listed for that room and links the floor plan.
“Do you have breakout rooms near the main hall?”
Answered from: your floor plans page. It points to the floor plans showing breakout rooms and describes them as your page does.
“Is there a projector and microphone in the room?”
Answered from: your audio-visual page. It lists the AV equipment your page describes and suggests contacting the team for anything technical beyond that.
“Can we livestream a keynote from your space?”
Answered from: your audio-visual page. It shares what your AV page says about streaming support and passes detailed questions to the events team.
“Are we allowed to bring in our own caterer?”
Answered from: your catering page. It repeats your catering policy and links the menus if you publish them.
“When can our exhibitors load in the day before?”
Answered from: your load-in and logistics page. It explains your load-in procedures and dock access as written, without committing to times for a specific event.
“Do we need event insurance?”
Answered from: your event policies page. It shares your stated insurance requirement and links the policy.
“Is the venue wheelchair accessible?”
Answered from: your logistics or accessibility page. It describes the accessibility features you list and hands specific needs to staff.
“Do you have the main hall free on a Thursday in March?”
Answered from: your request a proposal page. It says it cannot check dates and shares the proposal form or offers to pass the request to the sales team.
“Is there parking for attendees?”
Answered from: your load-in and logistics page. It relays the parking and transit notes on your page and links it.
Routing example: sending a visitor to the right page
Visitor
“We're planning a one-day conference with a keynote in the morning and four breakout tracks after lunch. Do your rooms work for that, and can we use our usual AV company?”
Operator
“Your floor plans page shows the main hall alongside the breakout rooms, with the capacities you list for each layout. The audio-visual page explains the in-house equipment and your policy on outside AV providers. If you have dates, the request a proposal form goes straight to the sales team.”
Page it points to
Floor plans yourwebsite.com/floor-plans
A multi-room agenda is best answered by the floor plans, while the AV policy and proposal form cover the rest. When that link is on the page the visitor is already looking at, the operator highlights it.
The pages that let it answer
The operator answers only from your own public pages, so these are the pages worth having on a event venue website:
| Page | Typical address | What it lets the operator answer |
|---|---|---|
| Rooms and capacities | /rooms | Lets the operator describe each room and the capacities you list for theater, classroom or banquet setups. |
| Floor plans | /floor-plans | Gives the operator downloadable plans to point to when planners ask about layouts or breakout space. |
| Audio-visual | /av | Answers what projectors, screens, microphones and streaming support are in the rooms. |
| Catering | /catering | Covers in-house menus, dietary accommodations and outside catering rules. |
| Load-in and logistics | /logistics | Handles loading dock access, setup times, exhibitor deliveries and parking. |
| Event policies | /policies | Answers deposits, cancellation terms, insurance requirements and decoration rules. |
| Request a proposal | /rfp | Gives the operator the form to share when a planner has dates and headcount. |
When it passes the conversation to you
- A planner with dates and headcount asking for a proposal
- Room block or attendee lodging questions the pages do not cover
- A booked client asking about their banquet event order or final counts
- Technical production needs like rigging or power beyond what the AV page lists
It will not hold dates, build a proposal or price an event. It answers from your room, floor plan and policy pages and routes planning to your sales team.
What the operator does on every page
- It reads your public pages and answers from what they say, in the language the visitor writes in.
- It points to the page that has the answer, and highlights the link when it is on the page the visitor is viewing.
- When your pages don't have the answer, it says so and offers Talk to a person. Your team replies from the GetFoxChat inbox; when nobody is online, the visitor can leave an email address.
- Asked whether it is a person, it says it is an AI assistant.
- You see what visitors asked and which questions your pages didn't answer.
Putting it on your site is one line of code: install guides for every platform.
Find out what your visitors can't find
See the 5 questions your visitors are likely to ask that your pages don't clearly answer. Free, no account needed.
The chat starts as Foxy. Rename it and change the avatar anytime. Plans and what each includes: pricing.