How Brussels Special Venues uses Rookoo to connect event organizers with 50+ venues

When you are organizing an event in Brussels, finding the right venue can take up a whole lot of time. Different venues all have different specifications. Comparing the venues and e-mailing them separately quickly takes up a full day. That’s where Brussels Special Venues (BSV) comes in.

As a non-profit network of more than 50+ exceptional spaces, from historic landmarks and museums to industrial halls and modern conference centers, BSV helps event organizers, planners, agencies, and companies discover the perfect location for any kind of gathering.

BSV’s mission is simply beautiful: make it easy for anyone to find a unique venue in Brussels that fits their event’s size, style, and story.

And they’re good at it. From local startups planning product launches to global associations organizing conferences, people from all over the world discover BSV’s website and connect with the team for help finding their ideal venue. As interest in BSV grew, so did the volume: a constant stream of event inquiries and new opportunities for Brussels’ most iconic spaces. “Brussels Special Venues is a unique concept within the event industry, appreciated both in Belgium and abroad. Our association receives a constant daily flow of event requests. Ensuring that every request was properly and promptly directed to our more than 50 venues often took a lot of precious time and energy,” says the BSV team.

But with higher volume came a new challenge: maintaining consistency. BSV wanted every request to be handled with the same care, structure, and speed (no matter how busy things got). To achieve that, they needed a partner who could manage the entire intake process, from the first question to the final venue match.

“In our sector, speed is crucial; it's essential to connect event organizers and venues as quickly as possible. Instead of hiring additional staff, we decided to ask Rookoo if they could help us streamline this process, without losing the human touch.” says Heidi Martens, Association Manager Brussels Special Venues

📝 Meet Bruno, the digital colleague and intake assistant

In order to tackle the growing number of inquiries, BSV teamed up with Rookoo and created Bruno. Bruno is an AI assistant designed to think and act like a true member of the team. It lives and breathes the philosophy of Brussels Special Venues.

Bruno handles every new incoming event request via e-mail. It categorizes and labels the e-mail and if needed follows up with additional questions, collecting all necessary details, and turning them into a clear, structured summary. It’s the kind of smart, human-like help you don’t usually expect from a website chatbot.

Once the intake is complete, Bruno shares the request from the sender with all matching venues in BSV’s network, giving each venue the context they need to respond quickly with a quote or proposal. What used to take hours now happens in minutes, and no inquiry slips through the cracks.

In early October 2025, we launched the project under the expert guidance of Thomas and Jeroen from Rookoo. We named our AI assistant Bruno, and very soon, Bruno began doing exactly what we had hoped for: connecting our clients with our venues in a human and efficient way.

👀 Behind the scenes

Bruno runs on Rookoo Procedures. It’s a structured framework that guides how information is captured, understood, and shared. Every time an organizer submits a request, Bruno has the freedom to move within that framework: it identifies key details like event type, number of guests, setup preferences, AV or catering needs, and even timing constraints.

All these details are stored, summarized, and automatically compared against BSV’s venue database. This way, each inquiry is handled with the same care and quality that define BSV’s standards, ensuring consistency and warmth in every reply.

The result:

• Accurate matches for both the client and venues

• Complete briefings for venues with all relevant information (seating, AV equipment, catering,...)

• Less time spent chasing missing information.

Bruno doesn’t just “automate”, it scales the structure built by the BSV team and brings reliability to every interaction with organizers and members alike.

Since launch, Bruno has quickly become an essential part of the BSV workflow. Every week, it handles more than 50 new event inquiries, distributing them to up to 50 venues that fit the organizer’s needs. That’s a lot of mails, Bruno! Each venue receives a complete and consistent briefing, allowing them to respond faster and with more relevant proposals.

“The benefits quickly became clear: improved time management, a more targeted search for the right venue, and faster feedback. In short, a win-win for everyone involved. We can now focus more on strategic activities that create new perspectives for both our clients and our venues.” concludes Heidi Martens, Association Manager Brussels Special Venues

For organizers, that means quicker answers and easier comparisons. For the BSV team, it means less manual work, fewer missed opportunities, and more time to focus on supporting their members and promoting Brussels as a leading event destination.

📝 The takeaway

We’re super happy with the results and the collaboration with Brussels Special Venues. And also proud to see how Bruno is now helping both organizers and venues every single day. The BSV team and its venues can focus on what they do best: crafting moments, connecting people, and bringing event ideas to life.

BSV’s trust in Rookoo made it possible to turn technology into time. Time to create a little more event magic in Brussels.

Here’s to many more event inquiries together! Read more about BSV on their LinkedIn or, visit Brussel Special Venues to discover all the beautiful venues 😍