The Problem With Event Registration Forms
You spend months planning a conference or exhibition. Sponsors are signed. The venue is booked. Then registrations start coming in — and what do you get? A name, a company name, an email address, and maybe a job title. That is it. No context. No sense of whether this person is a serious buyer, a tyre-kicker, or someone who will ghost you after day one.
For event organisers, this is a daily frustration. Your sales team chases down exhibitor leads that go nowhere. Your account managers have no idea who is attending until they are standing in front of them on the day. And your registration process — the first real touchpoint with every person who comes through your door — tells you almost nothing useful.
The good news is that this is exactly the kind of repetitive, information-gathering problem that TaskMaster Agents are built to solve.
What Are TaskMaster Agents?
TaskMaster Agents are AI-powered tools that a business sets up once. You tell the agent what task to do — screen a person, collect information, generate a document, check a social profile — and the agent goes and does it. You pick a workflow, send the agent, and get the result back. No coding required. No technical setup. You configure it, and the agent handles the rest.
The face of these workflows is Maya — an AI agent with a real avatar who can appear on video, ask questions, collect answers, and deliver structured results. Maya is not a chatbot. She is an agentic assistant who meets registrants and exhibitor prospects on your behalf, handles the entire interaction, and sends you back something you can actually act on. You do not need to be in the room — or even at your desk.
Maya works across your phone, tablet, or desktop. The person she speaks to does not need to install an app or create a login. That convenience of delivery is one of the reasons event teams choose this platform — it removes friction at exactly the moment when you need people to engage.
The Events Registration & Qualification Suite
This bundled workflow is designed specifically for event organisers, conference producers, and exhibition managers who want to know more about their registrants before the event begins — without adding hours of manual research to their team's workload.
The suite combines five TaskMaster tools into a single, straight-through workflow. When a new registrant submits their details, Maya takes over. She qualifies the prospect, asks smart intake questions, searches the web to enrich the profile, checks their professional social presence, and generates a clean summary — all before your team has had their morning coffee.
This is AI intake automation working end to end. No hand-offs. No chasing. No spreadsheet updates at midnight.
What Tools Are in This Bundle
- qualify_prospect — Evaluates the registrant or exhibitor lead and tells you whether they are a Hot, Warm, or Cold prospect based on their profile and fit for your event.
- draft_intake_questions — Automatically generates the right follow-up questions to ask this specific person, based on their role, company, and registration details.
- generate_intake_summary — Pulls everything together into a structured, readable summary your team can use immediately — no interpretation needed.
- web_search — Searches publicly available web sources to enrich the registrant's profile with company information, recent news, and relevant context.
- social_profile_scan — Reviews the person's professional social presence to add depth to the picture before your team makes contact.
You can explore the full list of available tools in the TaskMaster tool catalogue.
How the Workflow Actually Runs
Here is what happens in practice. An exhibitor submits a lead form on your event website. Instead of that data sitting in a spreadsheet waiting for someone to action it, the workflow fires automatically.
Maya begins by running the qualify_prospect tool — she assesses the lead based on company size, sector, role seniority, and fit with your event audience. A Hot lead is flagged for immediate follow-up. A Cold lead is deprioritised automatically.
Next, the draft_intake_questions tool generates a set of specific, relevant questions tailored to that person. Maya then delivers those questions — either through a one-way video presentation or a two-way conversation — and collects the answers.
While that is happening, the web_search tool is pulling background information on their company. The social_profile_scan adds professional context. And when it is all done, generate_intake_summary compiles everything into a single, structured document your account manager can read in two minutes.
This is pre-qualification AI doing what your team never had the bandwidth to do manually — for every single registration, every single time.
Want to understand the step-by-step configuration? Read the TaskMaster Agents guide for a full walkthrough.