AI-Powered WhatsApp Event Bot

REQUEST FOR PROPOSAL (RFP)
WhatsApp-Based AI Automation System for Garba Event Management
1. Background & Objective
We are organizing a Garba event (Navratri festival celebration) and wish to fully automate the participant journey — from inquiry to registration, payment, training attendance, event-day attendance, and visitor pass management — through a WhatsApp-based conversational bot powered by AI.
The goal is that a user receives our WhatsApp number or a click-to-chat link through our promotional circulation (social media, posters, word of mouth). Once the user messages us, an AI-driven bot should handle the entire conversation and process end-to-end, with minimal manual intervention from our team.
We are inviting proposals from experienced freelancers/agencies who have built WhatsApp Business API-based chatbot/automation solutions, ideally with payment verification and QR/pass-generation capability.
2. Scope of Work
The solution must cover the following functional modules, all delivered through a single WhatsApp conversational flow:
2.1 Garba Event Inquiry
• Bot should answer common questions: event dates, venue, timings, entry fees, dress code, rules, training schedule, contact details, etc.
• Should support natural-language queries (AI/NLP-based understanding), not just rigid keyword menus.
• Should offer a quick-reply menu (buttons/lists) alongside free-text understanding, so users can either type naturally or tap options.
2.2 Registration Process
• Collect the same data currently captured via our Google Form: name, age/gender, mobile number, address, city, group/family size, etc. (final field list to be shared with the selected vendor).
• Collect a passport-size photo directly within the WhatsApp chat (image upload).
• Validate mandatory fields and photo before allowing the user to proceed to payment.
• Store all registration data in a structured backend (database/sheet) accessible to our team, exportable to Excel/CSV.
2.3 Payment Collection
• Share a dynamic/static QR code or UPI ID with the registered amount inside the chat.
• User uploads a screenshot/photo of the payment confirmation as proof.
• Bot (or a connected verification mechanism) should validate the payment where possible (e.g., UPI payment-link callback, payment gateway webhook, or, at minimum, structured logging for manual verification).
• On successful verification, auto-generate and send a digital payment receipt (PDF/image) with a unique receipt/registration ID.
• Flag failed/unclear payment screenshots for manual review by our team, with a notification.
2.4 Training Attendance
• Ability to mark/track attendance for pre-event Garba training sessions, linked to each registered participant's ID.
• Participants should be able to check in via WhatsApp (e.g., sharing a code/QR at the training venue, or a location-based/staff-triggered check-in).
• Dashboard/report view of who attended which training session(s).
2.5 Attendance During Garba Event
• On event day(s), attendance/entry should be tracked against the registered participant list (via QR code scan-in, unique code, or WhatsApp check-in flow).
• Real-time or near-real-time headcount visible to the organizing team.
2.6 Visitor Pass Management
• Auto-generate a digital entry pass (with QR code / unique ID, participant name & photo) after successful registration and payment.
• Pass should be sent directly on WhatsApp as an image/PDF, scannable at entry gates.
• Support for different pass categories if needed (e.g., single day / both days / VIP / performer), to be finalized with the vendor.
• Basic gate-scanning mechanism (mobile app, web scanner, or WhatsApp-based verification) to validate passes and prevent duplicate entries.
3. Technical Requirements
Feature Requirement Details
Platform WhatsApp Business Platform (Meta Cloud API) — official, Meta-approved integration only.
AI/Conversation layer NLP/AI-driven bot capable of understanding free-text queries in addition to structured menus (English and Hindi/Hinglish preferred, given Indore audience).
Backend & storage Secure database to store registrant data, photos, payment proofs, receipts and attendance records.
Admin dashboard Web-based dashboard for our team to view/search registrations, verify payments, track attendance, and export reports.
Payment handling QR/UPI-based collection with screenshot upload and verification workflow; gateway integration is a plus if proposed.
Pass/QR generation Automated generation of unique QR-coded digital passes tied to each participant record.
Notifications Automated WhatsApp confirmations at each step (registration received, payment verified, pass issued, training reminders, event-day reminders).
Hosting Vendor to propose hosting/infra approach (cloud-hosted); ownership and access credentials to remain with us.
4. Resources We Will Provide
• Access to our Meta Business Manager account.
• WhatsApp Business Account (WABA) details, including the identified phone number(s) to be used for sending/receiving messages.
• Existing Google Form structure / data fields currently used for registration.
• Event branding assets (logo, banner images, color scheme) for pass/receipt design.
• A single point of contact from our team for approvals and clarifications during the build.
5. Deliverables
• Fully functional WhatsApp bot covering all six modules listed in Section 2.
• Admin dashboard/reporting access for registrations, payments, attendance, and passes.
• Auto-generated digital receipts and entry passes (with QR codes).
• Basic entry-scanning mechanism for the event gate.
• Documentation: system overview, admin user guide, and login/credentials handover.
• Post-go-live support for the event window (2–3 October 2026) plus an agreed warranty/bug-fix period.
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