Amazing Backyard Parties: AI-Powered Event Rental Lead Qualification
How an event rental company deployed KaiCalls AI voice agents to handle 644 inquiries and achieve 92% cost reduction.
Key Results
The Challenge
Amazing Backyard Parties provides tent, table, and chair rentals for backyard events across the greater Pittsburgh area. Their challenges included:
Party season brings unpredictable call spikes that overwhelm small staff.
Must collect event date, guest count, location, and specific rental items.
Calls during setup and delivery went unanswered, losing bookings to competitors.
Different staff collected different information, making quotes difficult.
The Problem
Small event rental businesses can't afford dedicated phone staff, but missing calls means losing bookings to competitors who answer first.
The Solution
Amazing Backyard Parties implemented KaiCalls AI voice agent "Taylor" to:
Sample Qualification Flows
Graduation Party Inquiry
Hello, how can I help you today?
I'm looking to rent barstools.
I can help with that! How many barstools are you looking to rent, and for what date?
For Saturday the 28th, approximately 20. It's for a graduation party.
Great. Do you have a particular style in mind for the barstools?
Metal backless stackable type.
I'll check availability. Could you provide a delivery address so I can confirm we service that area?
Tent Rental Quote
Hello, how can I help you today?
Estimate on a tent rental?
I can help with that! How many people do you expect, and what's the date of your event?
June 14th, about 35 people. I want a white pole tent and 20 white rental chairs.
Okay, great! June 14th for 35 people, a white pole tent, and 20 white rental chairs. Do you have a specific location in mind for the tent setup?
Performance Analysis
Call Duration Distribution
Quick questions or wrong numbers
Qualified leads with full event details
Complex multi-item rental inquiries
High Engagement Rate
60% of calls lasting 1-5 minutes indicates high lead quality. These represent qualified prospects providing complete event details for quote preparation.
Information Collected Per Call
Rental Items Successfully Qualified
Tents
Pole tents, frame tents, 30x60 event tents
Seating
Folding chairs, white rental chairs, barstools
Tables
Round tables, rectangular tables, cocktail tables
Specialty
Lighting, linens, dance floors
Cost Analysis
Before AI Answering (Estimated)
With KaiCalls
Total Annual Savings
Verified over 7-month deployment period
Key Benefits
Never Miss a Lead
Every inquiry answered instantly, even during peak delivery/setup times when staff are in the field.
Consistent Qualification
Every caller provides the same info: event date, guest count, rental items needed, and delivery location.
Seasonal Scalability
Party season call spikes handled automatically without additional staffing costs.
Complete Lead Records
Every call transcribed with full details ready for quote follow-up.
Professional First Impression
Callers receive immediate, helpful assistance rather than voicemail.
Delivery Area Verification
AI collects delivery addresses to confirm service area before quote preparation.
Implementation Timeline
Agent configuration with rental catalog knowledge
Phone number forwarding setup
Live lead qualification begins
Integration Features
Results Summary
Over 7 months, Amazing Backyard Parties' AI intake system:
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Questions? Call us at 1 (417) 386-2898