A phone system that spins up for show week and shrinks after load-out.
Dialerportal gives event agencies a Cloud PBX built around the production calendar: a dedicated hotline for each conference, festival or gala, routing that reaches your caterer, AV supplier and venue coordinator without three people forwarding the same call, and on-site crew reachable on a softphone from the loading dock.
Built for the six weeks before doors open, and the day itself
Supplier chasing, attendee questions, client escalations and a stage manager who cannot hear a desk phone all run through one Cloud PBX, instead of a hotline nobody wants to pay for after the event and a personal cell number printed on the run of show.
A dedicated hotline for every event
Attendee questions sorted before a producer picks up
Vendors and suppliers reach a group, not a voicemail
On-site crew reachable from the loading dock
Two-way SMS for the changes that happen at 6am
Scale seats up for show week, down after
A call record for the post-event debrief
From contract signed to hotline live before the first site visit
Stand up numbers and routing per event, put the crew on softphones for build week, then wind the whole thing back down once the trucks leave.
Set up the agency line and your first event hotline
Port the main agency number your clients and regular suppliers already dial, then add a local DID or toll-free hotline for the next event on the calendar, with its own greeting and menu.
Build routing around the production team
Map ring groups for AV, catering, staging, security and registration, point attendee questions at a queue or AI voice agent, and give office hours, build week and show day their own business-hours rules.
Put the crew on softphones for build week
Add seats for the freelancers and on-site staff joining for load-in, hand them the mobile or browser softphone, and turn on SMS so drivers and casual staff can be reached without a call.
Wind down after load-out and review
Release the event hotline and drop the temporary seats, then pull the analytics and recordings into your client debrief and next year's staffing plan.
An AI voice agent on the event hotline, from delegate pack to load-out
Your producers are on a headset in a hall, not next to a phone. The AI voice agent picks up the attendee hotline when nobody can, answers the doors, venue and ticket questions that make up most of show week, and pulls a human in the moment a call is actually about the event running.
Answers the night-before and doors-open calls
The heaviest attendee volume lands the evening before doors and in the hour after registration opens, exactly when your team is rigging or on the floor. The AI voice agent answers those calls 24/7 in natural conversation, including delegates dialing from a different time zone ahead of an international roadshow. Callers get an answer instead of a mailbox nobody will clear until after load-out.
Venue, access and timing questions at scale
It answers what you brief it on for that specific event: which entrance to use, where the exhibitor loading bay is, step-free access and cloakroom arrangements, shuttle and parking, when keynotes start and where breakout rooms sit. One caller or two hundred on the same morning get the same answer without a queue building behind the registration desk.
Ticket, badge and registration questions handled or routed
It can confirm what a delegate pass includes, explain badge collection windows and what ID to bring, and walk someone through where their confirmation email came from. Where a caller needs a name change, a refund decision or an invoice sorted, it takes the details as a message or books a callback with your registration lead rather than guessing at policy.
Supplier and on-site issues escalated to a human
When a haulier is at the wrong dock, a rigging crew is short a hoist or the venue coordinator calls about a room turnaround, the agent recognizes it is not an attendee question and warm transfers to the duty producer or the relevant ring group. Anything involving injury, evacuation or a safety concern goes to a person or venue security immediately, never to the agent. Every call and its outcome logs to the CRM alongside the rest of the event's call history.
The tools behind your event agencies phone system
Event Agencies run on the same Dialerportal platform that powers cloud PBX, VoIP and call centers for businesses worldwide.
Phone systems for other industries
Event agency phone systems, your questions answered
What agency owners, producers and event managers ask before they take the show line off someone's personal cell.
It is a Cloud PBX for agencies that produce conferences, festivals, weddings and corporate events. You get your main agency number plus a dedicated hotline per event, an auto-attendant that sorts attendee questions from supplier calls, ring groups so vendors reach the whole production pod, softphones for crew working on site, two-way SMS and voicemail-to-email. Seats are $19 a month, month to month.
Yes. Add a local DID or a toll-free number for a single event, give it its own greeting and menu, publish it on delegate packs and exhibitor manuals, and remove it once the event is closed out. Numbers are available in over 70 countries, so an agency running a European roadshow can publish an in-country number in each city rather than asking delegates to dial internationally.
Seats are month to month with no contract, so you add extensions for freelance producers, registration staff and on-site crew during build and show week, then drop back to your core team once the trucks leave. New users are live in minutes with a browser or mobile softphone and no hardware to ship to site. Billing follows the seats you actually have that month.
Each supplier category gets its own IVR option and ring group, so a call about catering headcounts, rigging or power reaches everyone covering that area rather than one coordinator's voicemail. Unanswered calls arrive as voicemail-to-email that the whole team can see, and call recording gives you a record of what a vendor was briefed on when scopes and invoices are disputed later.
Yes. Producers, stage managers and registration leads use the mobile or browser softphone, so they keep their extension and the event hotline shows as caller ID whether they are in the office, at the venue or on the loading dock. Calls transfer between crew in one step, and business-hours rules can push everything to the on-site pod on show day and back to the office afterward.
Setup runs in hours rather than weeks, so a hotline can be answering before your first site visit. Pick the number, record or type the greeting, set the menu and ring groups, and hand softphone logins to the crew. If you want a second pair of eyes on the routing before doors open, US-based support answers in about 30 seconds on 1-888-488-8138.
Yes. You brief the agent on one event: dates, venue and entrance, doors and session times, ticket collection, accessibility and parking, and it answers those calls in natural conversation 24/7 while your producers are on the floor. It can take a message, book a callback with the event manager, and warm transfer a supplier or on-site issue to whoever is on duty. It does not decide refunds or handle medical and safety incidents, which go straight to a human or venue security.
Get a hotline live before your next site visit
See how quickly your agency can run a dedicated line per event, reach every supplier and stand the crew up on softphones, or talk to a human at 1-888-488-8138.