Why the Smartest Event Companies Are Standardizing on Synthesys

Executive Summary

The events industry in 2025 is moving faster than ever—multi-day conferences, hybrid corporate summits, live entertainment tours, and high-profile galas all require seamless, personalized communication with attendees, vendors, and staff. Yet traditional call teams and email campaigns can’t keep up with the volume, speed, and customization demanded by modern audiences. The smartest event companies are solving this by standardizing on Synthesys AI voice. These AI-powered agents answer inquiries instantly, deliver event updates in multiple languages, manage RSVPs, coordinate vendor logistics, and provide real-time on-site support—without adding headcount. This isn’t a marginal productivity tool; it’s a complete overhaul of the events communication model. By replacing fragmented, human-only processes with an always-on, brand-consistent AI voice layer, event companies using Synthesys are filling venues faster, keeping attendees informed and engaged, and executing flawless event experiences at scale. Competitors who stick with legacy methods aren’t just slower—they’re increasingly invisible in a market where responsiveness and personalization win.

Market Size & Growth

The global events industry is projected to grow from a valuation of over $1.1 trillion in 2024 to approximately $3.2 trillion by 2032, advancing at a compound annual growth rate (CAGR) of over 11% (SkyQuest Technology, 2025). Within this, the event technology segment—covering AI, automation, and attendee engagement tools—is expanding at an even faster rate as hybrid formats and global audiences become standard.

Key signals from a recent study by Cvent highlight this transformation:

  • $12 billion: Forecasted market value for AI-driven attendee engagement platforms by 2030 (market.us, 2024).

  • 77%: Percentage of B2B customers who are more likely to engage with a company when they are offered personalized experiences.

  • 92%: Percentage of event teams that planned to improve their post-event attendee follow-up and year-round engagement in 2024.

Figure: “Events Industry Growth vs. AI Communication Adoption” — This chart, which would accompany this text, would show the parallel rise in the total event market size and the increasing share of attendee communications being handled by AI voice technology, illustrating a clear correlation between market growth and technological adoption.

Key Adoption Drivers

Instant, Scalable Communication Large events may involve thousands of attendees, dozens of vendors, and multiple concurrent sessions. Synthesys handles thousands of calls and updates simultaneously, ensuring no one waits for information, and providing an immediate, consistent brand experience at every touchpoint.

Multilingual, Inclusive Engagement Global audiences demand multilingual service. Synthesys delivers this natively and instantly, breaking down language barriers and expanding market reach without the cost or complexity of hiring multilingual staff. This ensures all attendees feel welcomed and understood.

Automated RSVP and Logistics Coordination AI voice agents confirm attendance, record dietary and accessibility needs, and update vendor schedules directly in the event management system. This automation eliminates manual data entry, reduces human error, and keeps event logistics running smoothly.

Real-Time Crisis and Change Management When weather, traffic, or technical issues cause last-minute changes, Synthesys delivers immediate, targeted voice updates to all affected parties. This proactive communication mitigates frustration, maintains attendee safety, and protects the event's reputation.

Data-Driven Personalization By integrating with CRM and event platforms, Synthesys tailors messages to attendee type—VIPs, speakers, vendors—maximizing satisfaction and retention. The AI analyzes attendee data to deliver highly relevant and timely information, making each interaction feel unique.

Competitive Edge

Owning the Pre-Event and On-Site Experience Event impressions begin long before attendees arrive. Synthesys AI voice ensures every confirmation, reminder, and update is delivered instantly and on-brand, establishing a superior communication standard from the very first interaction.

Reducing Staff Overhead Without Sacrificing Service Instead of relying on large, temporary call teams, Synthesys automates routine communications, allowing human staff to focus on complex, high-value interactions like sponsor relations or on-site problem-solving.

Proactive Engagement, Not Reactive Support Synthesys anticipates attendee questions and issues, delivering essential information before they even need to ask. This proactive approach reduces inbound call volume and significantly increases overall attendee satisfaction.

Seamless Integration With Event Systems Synthesys connects with major event platforms like Cvent, Eventbrite, and HubSpot to sync guest lists, schedules, and updates automatically. This deep integration makes it the natural communications backbone for any modern event company.

Strengths

  • Sub-second call response and unlimited concurrent call handling.

  • Multilingual, sentiment-aware, natural-sounding voice.

  • Seamless integration with all major event management and CRM tools.

  • Ability to deliver both outbound proactive updates and inbound support.

Weaknesses

  • Initial configuration of event-specific scripts and logic is required.

  • Staff training and process re-engineering is necessary to fully leverage AI-assisted workflows.

Opportunities

  • Expansion into new verticals such as sports, festivals, and concert tour communications.

  • Automated VIP concierge services delivered entirely via AI voice.

  • Real-time upselling of merchandise, workshops, or ticket upgrades to attendees.

Threats

  • Competing event technology providers developing native, albeit less sophisticated, AI voice features.

  • Regulatory restrictions on automated calls and data usage in certain global regions.

Barrier: “Our events have too many moving parts for automation.” Solution: Synthesys uses conditional logic and dynamic data pulls to adapt in real time, ensuring updates remain accurate across constantly shifting schedules, venues, and attendee lists.

Barrier: “Our team doesn’t have time for a complicated rollout.” Solution: The Synthesys platform offers no-code tools, event-ready conversation templates, and a guided onboarding process that gets AI voice agents running in days, not months.

Barrier: “Attendees will know it’s AI and won’t like it.” Solution: Advanced voice cloning, prosody control, and sentiment adjustment make the Synthesys experience so human-like that it is often indistinguishable from a skilled human coordinator. The focus is on a seamless, helpful, and brand-consistent experience.


Synthesys is not a bolt-on chatbot—it’s the communications backbone for modern event companies. By covering both proactive outreach and inbound support, it ensures attendees, vendors, and staff are always informed and connected. The smartest event companies standardize on Synthesys because it turns communication from a cost center into a strategic advantage: filling more seats, increasing upsell revenue, and creating flawless guest experiences without inflating payroll. While competitors patch together fragmented tools, Synthesys offers an integrated, scalable, brand-consistent voice layer that works across the entire event lifecycle. That’s why leaders in this space are not just adopting it—they’re making it the standard.

Sources:

  • Synthesys.app: The official home of Synthesys AI voice technology.

  • Mordor Intelligence (2025): Event Management Software Market Size & Share Analysis.

  • Grand View Research (2025): Virtual Events Market Size & Share | Industry Report.

  • SkyQuest Technology (2025): Events Industry Market Size, Share, and Growth Analysis.

  • Cvent Blog (2025): "116 Event Statistics Shaping the Industry in 2025."

  • market.us (2024): AI in Event Management Market Will Reach USD 14.2 Billion by 2033.

  • Synthesys Internal Data: Event Communication Efficiency Benchmarks.

Call to Action: Every missed RSVP, delayed update, or unanswered attendee question chips away at event success. Synthesys eliminates those gaps, ensuring every guest feels valued and informed.

Book your executive demo today and see why the smartest event companies are standardizing on Synthesys.