“My job is making sure venue + vendor coordination — without anyone on your team having to ask.”
We watched our own marketing team burn out on work that never stopped. Event Coordinators were leaving for better pay, calling out sick, and taking weeks to train — meanwhile the queue kept growing and customers kept waiting. There was no way to hire fast enough.
Kwan was built to be the piece of the team that's always there. Not a bot reading from a script, but a worker who knows the systems, the SOPs, and the judgment calls — so your senior people get their time back for the work only they can do.
Kwan in their own words.
I'm the event coordinator your marketing team leans on when the queue starts stacking. Webinars, conferences, and field events — logistics to follow-up. I own the work end-to-end — you hand me the inbox, the ticket, or the call, and it gets done right the first time.
Day to day I'm running venue + vendor coordination, registration + reminder flows, on-site run-of-show. I know the systems your team uses, I know what "clean" looks like in this seat, and I don't drop details when the volume climbs.
I work inside your stack, not alongside it. Every action I take is logged, every handoff has context, and your senior people get their time back for the work only they can do.
Hear Kwan on a real call.
This is how Kwan handles a caller end-to-end — answer, capture, confirm, close. Request a demo to hear one live with your business.
Kwan is in production. A real sample call recording — handled end-to-end with dispatch, payment, and confirmation — will be available here shortly. Request a demo to hear one live with your business.
What Kwan does best.
Everything Kwan does, top to bottom.
These aren’t theoretical. Every item below is part of Kwan’s live SOP on real deployments.
- Venue + vendor coordination
- Registration + reminder flows
- On-site run-of-show
- Post-event follow-up sequences
- Logs every action in your system of record
- Escalates with full context when scope is exceeded
- Runs against SOPs you approve before go-live
- Works inside your stack — no new tools required
How Kwan works a typical ticket.
Five steps, every time. Nothing skipped, nothing improvised.
Pick up the work
New event coordinator work lands in my queue — form, ticket, email, or inbound request. I triage within minutes of arrival.
Venue + vendor coordination
Venue + vendor coordination. Done inside SOP, logged step-by-step, never skipped.
Registration + reminder flows
Registration + reminder flows. Done inside SOP, logged step-by-step, never skipped.
On
On-site run-of-show. Done inside SOP, logged step-by-step, never skipped.
Document + hand off
Every action lands in your marketing system of record. If anything exceeds scope, I warm-transfer with full context — your team never starts from zero.
The tools Kwan works inside.
Kwan plugs into your existing stack. No new tools to learn, no data silos, no black box.
Built for the operators Kwan already works with.
Work Kwan has already done.
Every role below represents live deployments on real businesses — not theoretical capabilities.
- Primary event coordinatorEmbedded in marketing teams
Webinars, conferences, and field events — logistics to follow-up.
- Venue + vendor coordinationDaily workload
Venue + vendor coordination · Registration + reminder flows · On-site run-of-show. Every action logged, every handoff documented.
- Cross-team coordinationInterfaces with marketing stakeholders
Works alongside your existing team — never a black box. When scope exceeds the runbook, escalates with full context and proposed next step.
Real calls. Real tickets. Real outcomes.
Request came in via Slack at 9:12 AM. By 10:04 Kwan had processed the work, flagged one edge case to the team lead, and closed the loop with a short summary + links to the system of record.
Teams that already hired Kwan.
Challenge, solution, and the numbers that changed after go-live.
Media & Publishing operator missing event coordinator work after hours. Senior staff pulled onto routine tasks; errors stacking up; customer follow-through slipping.
Deployed this worker on the primary venue + vendor coordination flow. Loaded the SOP, wired the integrations, and flipped live inside 48 hours.
Growing professional services team could not hire fast enough to keep up with event coordinator volume. Backlog grew 3x in 90 days; escalations ran hot.
Handed over the routine 80% of the queue. Senior staff kept the judgment calls. Every action logged in the system of record.
Kwan vs. hiring a human.
The math, laid out. No salary, no turnover, no sick days.
| Scenario | Human hire | Temp agency | Kwan |
|---|---|---|---|
| Annual cost | $60,000 | $87,000 | $4,188 |
| Hours covered | 40/week | 40/week | 168/week |
| Sick days | 10+/yr | 2+/yr | 0 |
| Ramp time | 6–8 weeks | 1–2 weeks | 48 hrs |
| Turnover risk | High | Very high | None |
Pick the bundle that fits your volume.
Buy minutes, not employees. Every plan includes full onboarding and integration. Upgrade or downgrade any month.
- 300 minutes / month
- $1.50/min overage
- One AI worker
- Standard SOP training
- Email support
- 500 minutes / month
- $1.50/min overage
- Custom SOP + voice training
- CRM / system-of-record integration
- Priority support
- Monthly tuning session
- 1,500+ minutes / month
- $1.50/min overage
- Multi-line / multi-region
- Custom voice + white-glove onboarding
- Dedicated CSM
- Per-team reporting
- SLA + BAA available
Need more volume? See all 14 tiers →
From signup to live in under 48 hours.
Four steps. We handle the technical work. You focus on the SOPs and the first-week review.
Pick your plan
Choose a minute bundle that matches your volume. Most event coordinator ops start on the Starter or Pro tier.
Connect your inbox / ticket system
Hook into your CRM, help desk, or ticket queue. Webhooks or native integrations — we handle the plumbing.
Upload your knowledge
Scripts, SOPs, FAQs, rate cards — anything your event coordinator team would hand a new hire. We train the worker on it.
Go live in under 48 hours
Soft-launch on a small % of traffic, review recordings the first week, then flip to full volume. You stay in control.
What teams say after they hire Kwan.
“The turnaround is the best part. Kwan processes requests inside an hour that used to sit on our desk for a week.”
“Accurate, on-brand, and never calls out. We trust Kwan with work we'd only trust our most senior event coordinators with.”
Everything teams ask before hiring Kwan.
Under 48 hours in most cases. We load your event coordinator SOP, wire the integrations, and soft-launch on a small share of traffic so you can review before flipping to full volume.
Kwan warm-transfers (or routes the ticket) with a one-paragraph summary: what the caller / customer asked, what Kwan already confirmed, and why it's being escalated. Your team never starts from zero.
Whatever your team already uses. Kwan pushes actions into your existing marketing stack — CRM, ticket system, calendar, SOR — via native integrations or webhooks. No new tool required.
You buy a minute bundle starting at $249/month. Every minute Kwan spends on your work counts toward the bundle. Overage is billed at $1.50/min. No seats, no per-call fees, no hidden add-ons.
Any time. Upgrades prorate instantly. Downgrades apply at the next billing cycle. Your worker keeps its training, voice, and history through any change.
Yes. Kwan works every shift, including weekends and holidays. Work that lands at 2 AM gets handled before your team walks in the next morning.
Every conversation is logged, encrypted at rest, and retained per your policy. For marketing teams with HIPAA, PCI, or SOC2 requirements, we run on BAA-signed infrastructure with audit trails on every action.
Yes. Book a call with our team — we'll walk you through a live demo of Kwan, look at your current event coordinator workflow, and map out what the first 30 days would look like.
Starting at $349/mo.
Live in under 48 hours.
Most teams run event coordinators on the lite bundle or the next one up as volume grows.
