Apex Global Events: WhatsApp Concierge Boosts Delegate Networking and Event Experience
Business context
Apex Global Events runs large-scale corporate networking conferences across major venues worldwide. While these events attract the right people, the scale often creates bottlenecks: information desks get overwhelmed, delegates miss sessions while hunting for practical details, and ad‑hoc networking falls through without a fast way to coordinate meetings on site.
Solution: a WhatsApp meeting concierge
Apex introduced an AI-powered WhatsApp concierge that combines instant event information with a built-in meeting matchmaking service. Because it runs on WhatsApp, delegates benefit from:
- No apps to download
- No new logins or passwords
- A personal, familiar experience
The concierge knows the event schedule, session locations, venue facilities (Wi‑Fi, catering, prayer rooms, accessibility), parking details, and local transport options (non real-time). It also holds a directory of delegate names and companies and has access to the venue’s bookable meeting room calendars, enabling it to act as a true on-site meeting organiser.
Key capabilities
- Instant answers to common questions about the agenda, speakers, room locations, facilities, parking, and nearby amenities.
- Attendee discovery by company or name (e.g., “Who is here from HSBC China?”), returning a relevant list of delegates by name and company only.
- Meeting concierge that proposes times, checks venue meeting room availability, sends invitations, and confirms accepted meetings—all within WhatsApp.
- Clear boundaries: the bot does not access personal contact details or individual calendars; it works via meeting proposals and opt-in acceptances. It does not provide real-time transport information or any route guidance inside or outside the venue.
Typical delegate journey
- The delegate asks practical questions (session times, room names, where to find coffee or a quiet area).
- They search who’s attending by company or name and select one or more people to approach.
- The concierge proposes meeting slots based on venue room availability (not personal calendars) and requests permission to contact the selected attendees.
- The concierge messages those attendees, manages responses, and suggests alternatives if needed.
- When a meeting is accepted, the concierge confirms the time and the specific meeting room, sending a concise summary to both parties.
- Delegates can later ask the concierge to adjust timing or cancel, with updates sent automatically to all confirmed participants.
Business outcomes
- More high-value connections: Delegates discover the right people quickly and confirm meetings on-site, turning chance encounters into structured conversations.
- Reduced pressure on staff: Routine questions move to WhatsApp, freeing event teams to focus on complex or VIP needs.
- Consistent global experience: A single concierge approach across cities and venues delivers uniform service quality.
- Better sponsor value: Sponsors benefit from more curated meetings and higher engagement, improving event ROI.
- Frictionless adoption: Running on WhatsApp avoids app fatigue and login barriers, ensuring rapid uptake and high message open rates.
Responsible boundaries and guest trust
- No real-time transport: The concierge shares static options (e.g., train lines, taxi ranks, typical travel windows) and parking details, but does not report live delays.
- No route guidance: It does not provide step-by-step directions inside the venue or around the city. Instead, it offers general location information and points guests to signage or the staffed information desk when needed.
- Privacy-first design: Only delegate names and companies are visible. The concierge never shares personal contact details; all introductions are opt-in via meeting proposals.
Impact for Apex Global Events
The WhatsApp concierge turned information access and networking into a seamless, low-friction experience. Delegates spent less time searching and more time meeting the right people, while Apex delivered a premium, consistent service at scale—without adding extra apps or complexity.
Example Conversations
Below are some example conversations between a user and the chatbot, whilst fictional, they have been generated by the same AI that powers the chatbot and represent realistic interactions.
1. User asks for keynote time, room, and facilities; bot provides details and books a quiet pod for 10:30 under the user’s name.
Morning! What time is the keynote, which room is it in, and where can I grab coffee and a quiet spot for calls?
Good morning! The keynote runs 09:00–09:45 in Aurora Ballroom (Level 2). Speaker: Dr. Lina Cho — “AI at Scale”.
Nearby facilities today:
- Wi‑Fi Lounge — Level 1 Atrium, 07:30–18:00
- Coffee Points — Hall B Foyer & Expo South, 07:30–17:30
- Prayer Room — Level 3, 06:00–22:00
- Quiet Pods — by Meeting Suites 5–7, 08:00–18:00 (30‑min slots)
Would you like me to reserve a quiet pod?
Yes please, reserve a quiet pod at 10:30 for 30 minutes.
At 10:30, Pods 2 and 3 are available (10:30–11:00). Which would you prefer? And should I book it under your badge name?
Pod 3 please, booked under Samir Patel. Thanks!
All set! Quiet Pod 3 is reserved 10:30–11:00 under Samir Patel. The host desk can assist if you need extensions.
Anything else I can help with—introductions, meeting rooms, or more session info?
2. Procurement lead asks who’s attending from HSBC China, chooses Zhang Min, bot holds room, sends invite, gets acceptance, confirms meeting and room.
Hi, I’m Acme’s procurement lead. Who’s attending from HSBC China? I’d like to meet banking peers.
Welcome to Summit 2025! From HSBC China, I’m seeing:
- Li Wei — HSBC China
- Chen Rong — HSBC China
- Zhang Min — HSBC China
Would you like me to propose a 20–30 minute meeting? Any time preference today or tomorrow?
Great, please reach out to Zhang Min. Prefer tomorrow morning.
Tomorrow morning options:
- 09:30–10:00
- 10:15–10:45
Rooms available then: Jade 2 or Pearl 4. Which slot and room would you like?
Let’s do 10:15–10:45 in Jade 2.
Perfect. I’ll tentatively hold Jade 2 10:15–10:45 and message Zhang Min with your request. One moment while I check the room calendar and send the invite.
Jade 2 is available and now on hold for you. Invitation sent to Zhang Min with your proposed time.
I’ll update you as soon as I have a response.
Good news! Zhang Min accepted. Your meeting is confirmed for tomorrow 10:15–10:45 in Jade 2 (Level 2).
I’ve shared the same confirmation with Zhang Min and included the room details. Would you like coffee service added?
That’s perfect, thanks. No coffee needed.
3. User proposes times to meet Priya; bot relays decline, suggests alternative room slots, coordinates acceptance, and confirms 11:15–11:35 in Harbour 5.
Hi concierge, can you set up a 1:1 with Priya Singh (HSBC China) today? I’m free 10:30–11:00, 13:00–13:30, or 16:00–16:30.
Got it. I’ll reach out to Priya now.
Rooms currently free: Maple 2 at 10:30, Bayview 4 at 13:00, and Cedar 1 at 16:00. Do you have a short agenda I should include?
Update: Priya has a personal conflict across those windows.
Alternative room slots available: Harbour 5 at 11:15–11:35, or Maple 3 at 15:00–15:20. Do either work for you? I’ve suggested both to Priya as well. If not, I can loop in the on‑site concierge team.
11:15–11:35 works for me.
Great, holding Harbour 5 and confirming with Priya now. I’ll be right back.
Confirmed. Priya accepted 11:15–11:35 in Harbour 5 (Level 2). I’ve notified both of you and arranged the room sign. Anything else I can help with?
4. Exhibitor requests a delegate’s contact; bot cites privacy policy, offers to relay invite, secures acceptance, books room, and confirms details.
Hi, can you share Jane Doe's email or mobile? She is with ACME Robotics. I would like to connect during the expo.
Thanks for checking in. For privacy, I cannot share delegate contact details - only names and companies. I can send Jane Doe (ACME Robotics) a meeting request on your behalf and coordinate logistics.
What is the purpose, your preferred time window, and any short note to include?
How should I introduce you (name and company)?
Sure. I am Alex Chen from Vertex Systems. Please request a meeting tomorrow morning about our new sensor line, ideally between 10:00-11:00.
Great, Alex. I will propose 10:30-11:00 tomorrow and handle room booking if she accepts. Would you like me to include a short message?
Please include: "We are launching a low-latency sensor suite that could streamline your QA. Happy to share a quick demo."
Perfect - sending your request to Jane now with that note. I will update you as soon as I hear back.
Good news - Jane accepted. I have reserved Meeting Room Willow 2 (Level 2) for tomorrow 10:30-11:00. I have confirmed the details to both of you here on WhatsApp.
Do you need any AV or refreshments?
That is perfect - just a screen for HDMI, please. Thanks!
Done. An HDMI display will be ready in Willow 2. If anything changes, message me here. Have a great meeting!
5. Late delegate asks about airport train and directions; concierge shares static info, points to signage/desk, and schedules a meeting with an HSBC China attendee.
Hi—landing now and running late. Is the airport train running on time? Also, can you send step‑by‑step directions to Breakout 3A?
Welcome! I don’t have real-time transport data or turn‑by‑turn directions, but here’s what I can share:
- Airport Train (CityLink): runs ~every 10–12 mins; typical airport → Expo Centre Station 28–32 mins.
- Taxi/Rideshare: usually 35–50 mins; longer at peak.
- Parking: P2 and P5 open 24/7; daily max approx $28; height 2.1 m.
Breakout 3A is on Level 3, West Wing, near Registration B. Please follow the purple “Breakouts” signage or ask the staffed Information Desk by the West Lobby escalators for precise wayfinding.
If useful, I can help reschedule a meetup or connect you with attendees you want to see.
Thanks. If I grab a taxi from Terminal 1, which drop‑off should I use, and roughly how long is the walk to 3A?
Use the West Lobby drop‑off (Gate B). Rideshare uses the same curb.
Typical walk from West Lobby to Level 3 Breakouts is about 6–10 minutes via escalators/elevators. For precise wayfinding, please follow venue signage, use the digital kiosks, or ask the staffed Information Desk by the escalators.
If timing gets tight, I can line up a quick post‑session catch‑up in a nearby room.
Actually, is anyone here from HSBC China? I’m hoping to meet Priya Shah if she’s attending.
Yes—here are attendees from HSBC China:
- Priya Shah, Corporate Banking
- Li Wei, Payments
Priya is scheduled on‑site today. Would you like me to propose a 15‑minute meeting this afternoon? I can hold either Harbour 4 (16:15–16:30) or Cedar 2 (17:00–17:15) based on room availability.
Please propose 16:15 in Harbour 4 with Priya. Thanks!
On it—I’ll message Priya now to propose 16:15–16:30 in Harbour 4. I’ll let you know as soon as she responds.
Good news—Priya accepted. You’re confirmed for 16:15–16:30 in Harbour 4 (Level 2, West side). For directions, please follow venue signage or ask the staffed Information Desk near the West Lobby escalators. Want a reminder 10 minutes before?
