Bulk campaign or voice broadcast
Voice Broadcast for Event Invitations
A broadcast event invitation is a recorded voice message — event name, date, time, venue and how to register — played to everyone on your list, ending when the message finishes; it is not an AI conversation and does not collect RSVPs. Outpero plays an uploaded audio file or text read in its own voices at a lower rate than AI conversation minutes, which suits open events where reach matters; when you need confirmed attendance, run an AI bulk campaign instead.
* Time from the lead reaching Outpero to the first ring, under normal conditions. It depends on how quickly your lead source delivers the lead.
At a glance
Voice Broadcast for Event Invitations: the short version
| How it works here | |
|---|---|
| How it starts | Works through a list you upload or schedule |
| Languages | Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English |
| It captures | Call status: answered, not answered, busy or failed, Connected duration of each answered call, Date and time of each attempt, Guest name and number from your CSV |
| You measure it by | turnout against the invited list, and answered rate per broadcast round |
| Cost | No setup fee · from ₹5/min · number ₹649/month · Prices exclude 18% GST |
Why broadcast event invitations breaks when people do it
Open houses, property expos, health camps, parent-teacher meetings, store launches and society AGMs all depend on turnout, and turnout depends on people actually hearing about the event. A printed invite or an SMS link is easy to miss, and asking staff to phone a few thousand contacts the week before pulls them off their real work. Older audiences — cooperative society members, colony residents, parents in tier-2 towns — often respond better to a voice in Telugu or Marathi than to a WhatsApp poster.
Step by step
How it works
- 01Decide whether the event needs reach or confirmations: a free health camp or open house needs reach, a seated dinner or a limited workshop needs confirmed numbers.
- 02Record or synthesise a 20–30 second invitation: who is inviting, the event, date and time, venue with a landmark, and how to register.
- 03Upload the guest list as a CSV, split by language if the audience is mixed, and give each segment the message in its own language.
- 04Send the first broadcast about a week before the event and a short reminder broadcast the day before.
- 05Check answered counts and connected duration in the dashboard, and send a second round to numbers that did not answer.
- 06For guests whose attendance must be confirmed, run an AI bulk campaign: the agent asks whether they will attend and how many will come, then sends the location on WhatsApp.
Hear how a call goes
A sample broadcast event invitations call
A voice broadcast, not an AI conversation: one recorded invitation from a Pune school is played to each parent on the list and the call ends when it finishes. · Runs in Marathi with a few English words; shown here in English.
- Outpero AI[Recorded message plays to the first parent, Mrs. Joshi] Namaskar. This is an automated assistant message from Green Valley School, Kothrud. You are invited to our Annual Day function on Sunday the 12th at 10 in the morning. The venue is the school ground. Entry is free, and parents are requested to be seated by 9:45. Thank you.
- Caller[Second parent, Mr. Kulkarni, picks up] Hello?
- Outpero AI[The same recording plays] Namaskar. This is an automated message from Green Valley School, Kothrud. You are invited to our Annual Day function on Sunday the 12th at 10 in the morning. The venue is the school ground. Entry is free. Thank you.
- Caller[Talks over the message] Hello? Who is this? Which function? Can I bring my parents also?
- Outpero AI[The recording plays on and cannot answer. It ends with 'Thank you', and the call disconnects. The question is not captured because nobody is conversing.]
- Caller[Third parent, Mrs. Deshpande, picks up, listens quietly and hangs up after the message]
- Outpero AI[The recording plays in full to Mrs. Deshpande, then the call ends. It is logged as answered with a connected duration.]
- Caller[Fourth number, Mr. Pawar, rings out and goes unanswered]
- Outpero AI[No message is played. The attempt is logged as not answered and the number is queued for the second round the next evening.]
- Caller[Next evening, Mr. Pawar picks up the second-round call] Hello?
Per number, the dashboard holds the call status (answered or not answered), connected duration and attempt time. Nobody confirmed attendance and no question was answered, because a broadcast only plays the message. The school sends a second round to the unanswered numbers and, for a seated event, would run an AI campaign to collect confirmations.
An example written to show the shape of the call, not a recording or a customer result.
What it captures on every call
Measured on: turnout against the invited list, and answered rate per broadcast round.
Connect it
How the trigger reaches Outpero
| Where it comes from | How it gets to the agent |
|---|---|
| Parent list from the school ERP | Export the class-wise parent contacts as a CSV from your school software and upload it, one file per language segment. |
| Google Sheet kept by the front office | The front office maintains guest names and numbers in a sheet, and the final version is downloaded as CSV for each broadcast. |
| Event registrations on a website form | A Zapier or Make scenario appends each new registration to the sheet, so the reminder broadcast goes to current registrants only. |
| Audio from the principal | Record the invitation on a phone in the principal's voice, upload the audio file, and use the same file for every language segment you record. |
| Results to your own tools | Each call status can be sent to your webhook so unanswered numbers are pulled into the second round automatically. |
Results go back out the same way: a webhook you provide, or a live spreadsheet or API call mid-call. WhatsApp messages and calendar bookings are opt-in per employee.
Opening line
How it opens the call
नमस्ते, Green Valley School आपको रविवार, 12 तारीख को सुबह 10 बजे Annual Day function में invite करता है। Venue है school ground, Kothrud। Entry free है, बस time पर पहुँचिए। धन्यवाद।
“Hello, Green Valley School invites you to its Annual Day function on Sunday the 12th at 10 in the morning. The venue is the school ground, Kothrud. Entry is free, just be there on time. Thank you.”
The same call runs in Hindi, Telugu, Tamil, Marathi, Kannada, Malayalam and English.
Price it
What broadcast event invitations would cost you
Estimate: broadcast event invitations
Defaults are an example for invitation calls played, not a promise. Change any number to match your business.
Calls that actually connect — unanswered calls are not billed.
1 channel is included with your number; each extra is ₹649/month.
- Talk time per month
- 5,200 min
- Calling (₹5/min)
- ₹26,000
- Number + 2 channels
- ₹1,298
- Subtotal
- ₹27,298
- GST (18%)
- ₹4,914
About ₹3 per connected call before GST.
Run it well
What to track — and what goes wrong
| Track | How to read it |
|---|---|
| Answered versus not answered | Compare answered counts across language segments and time slots; a segment with many unanswered calls needs a different calling hour, not a longer message. |
| Connected duration of answered calls | If most answered calls end well before the message finishes, listeners are hanging up early, so move the date and venue to the first sentences. |
| Second-round pickup | Count how many unanswered numbers connect on the retry, to decide if a second round is worth sending for future events. |
| Actual attendance against invitations | Compare the head count at the venue with the list size over several events, since the broadcast itself cannot tell you who is coming. |
- !Treating the broadcast as an RSVP, when nobody can reply to it and attendance stays unknown.
- !Sending one language to the whole list, so parents hear Marathi when their records say Hindi or English.
- !Burying the venue and time at the end of a long message, after listeners have already hung up.
- !Sending only one broadcast, without the reminder the day before the function.
A seated dinner, a limited workshop or anything where you need confirmed numbers is the wrong fit for a broadcast, because nobody can reply. Use an AI campaign that asks guests whether they will attend instead.
Questions people ask
Can guests RSVP on a broadcast call?
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No. A broadcast plays the invitation and ends the call, so it does not collect replies. Give guests a simple way to register in the message itself, such as a WhatsApp number or a short website address. If you need a confirmed headcount for catering or seating, run an AI bulk campaign instead, where the agent asks each guest and records yes, no or maybe with the number attending.
Can I invite people who are not yet my customers?
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An invitation to a sales event, such as a property expo or a store launch, is promotional content under TRAI's commercial communication rules. That means DLT registration, no calls to numbers on the DND register without explicit consent, and calls only within permitted hours. Invitations to your existing students' parents or your society members about their own school or society are on firmer ground.
How many times should we broadcast before an event?
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Two rounds work for most events: one about a week ahead so people can plan, and a short reminder the day before with the time and venue landmark. A third call usually irritates more than it helps. Between rounds, send a second attempt only to numbers that did not answer, rather than replaying the message to people who already heard it.
Is a broadcast or an AI campaign better for event invitations?
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Use a broadcast for open, free events where the goal is reach at a low cost per contact. Use an AI campaign for invitation-only or paid events, webinars with limited seats and anything needing a headcount, because the agent can answer questions about parking or timings and record a confirmation. Outpero's event and webinar reminder use case covers the AI version.
How much does an AI voice agent for broadcast event invitations cost?
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Outpero has no setup fee and no monthly base fee — you pay only for connected talk time, from ₹5 per minute (1 credit = ₹1, credits never expire), plus ₹649/month for a dedicated calling number. You pay only for the minutes the agent is actually talking. Prices exclude 18% GST.
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