Rookoo x Event Mosaic: Making Event Discovery more conversational

Event Mosaic gives every website visitor a better first experience

Event Mosaic has been designing and organising corporate events, incentives, and team-building programmes across Belgium since 2001. They know exactly what a good event needs and they know just how much time gets lost at the very beginning of the process.

The website visit that goes nowhere

Someone lands on the Event Mosaic website. They're exploring. Maybe they want a team-building day, or they're thinking about an incentive trip but aren't sure what's possible. They scroll through the services, get a feel for the agency, and then what?

A contact form isn't always the right fit for someone that is still figuring out what they want. And reading through every page of content to find the answer to one specific question isn't how people browse anymore. Too often, that visit ends without a conversation ever starting.

“Emma, Event Mosaics new AI Event Agent is supporting the team to increase conversion, taking event orders, answering client questions 24/7”

👋 Say hi to Emma

Event Mosaic has embedded their Rookoo web agent directly on their website.

They decided to embrace it as their new digital colleague and briefed it like they would have onboarded a new team member. Now, any visitor can start a real conversation immediately. They can ask questions, explore what kinds of events and activities are on offer, or simply talk through a vague idea to see what shape it could take.

Instead of hunting through pages, visitors can just ask things like: "What team-building options do you have for groups of around fifty people?" or "We want something creative but not too sporty. What would you suggest?"

Emma handles these conversations naturally answering questions, helping visitors explore their options, and gathering the details that matter along the way.

📝 Handing over at exactly the right moment

When a visitor is ready to move forward, or when the conversation calls for a human touch, the chat is transferred to the Event Mosaic team. They receive a notification, and can either step into the conversation with full context, or follow-up via the details shared by the customer and take it from there.

No cold handovers. No repeating yourself. The Event Mosaic team steps in already knowing what you're looking for and ready to help shape it into something real.

That's the balance we always aim for with Rookoo: an agent that's genuinely useful on its own, and smart enough to know when the human team should lead.

👀 Looking ahead

Event Mosaic is a small team running a high-touch operation. Every new client relationship starts with a conversation and now that conversation can start the moment someone visits their website, at any time of day.

We’re happy to have Even Mosaic onboard and delighted to work with them. Do you want to try out Emma? Visit Event Mosaic website here and see her in action.

If you are interested in learning more about the Rookoo assistants you can read more about SPIN’s AI intake assistant here. Or Trenara's FAQ support assistant here. If you'd rather see it in action, book a demo here (or join us for a coffee in Wintercircus!)

FAQ

What is event intake?
Event intake refers to the process of capturing and structuring incoming event requests so they can be assessed and progressed operationally.

Why is structuring event requests important?
Structured requests allow teams to assess feasibility faster and reduce manual follow-up to collect missing information.

How do event agencies handle inbound requests?
Event agencies typically receive requests through email, forms, or calls and must qualify them before proposing venues or concepts.

What is a conversational intake route?
A conversational intake route allows organisers to describe their event through guided questions instead of filling out static forms.