Tips for Modifying the Chatbot Prompt
Understand Your Audience
Tailor the language and tone of the prompts to suit your audience. For example, if you're targeting corporate clients, use a more formal tone. For weddings or social events, a more casual or fun tone might be appropriate.
Be Clear and Concise
Ensure the prompts are easy to understand and that the instructions are straightforward. Avoid jargon unless it's specific to your industry and your users will understand it.
Prioritize Key Information
Structure your prompts so that the most important information is collected first. This might include the type of event, dates, and number of guests.
Use Follow-Up Questions
If the user’s initial response requires more detail, use follow-up prompts to gather that information. For example, if they mention a multi-day event, follow up with a question about accommodation needs.
Make It Interactive
Encourage user engagement by making the prompts conversational. Use questions that feel natural and engaging rather than too formal or robotic.
Suggested Variables to Add
Here are some variable ideas you can incorporate into your chatbot prompts to collect comprehensive details:
Event Type:
{event_type}: Ask what type of event they are planning (e.g., wedding, corporate event, party).
Number of Guests:
{number_of_people}: Collect the number of guests expected.
Event Dates:
{start_date}and{end_date}: Ask for the event dates. If the event spans multiple days, you might also ask:{flexible_dates}: Are the dates flexible? (Yes/No)
Accommodation:
{number_of_rooms}: If staying overnight, ask how many rooms are needed.{single_room},{double_room}: Inquire about the type of rooms required (e.g., single, double).
Timing:
{start_time}and{end_time}: Ask for the start and end times of the event.
Special Requirements:
{specific_needs}: Collect information on any specific needs such as:Dietary restrictions or food allergies
Special equipment or room setup requirements
Accessibility needs
Contact Information:
{first_name}and{last_name}: Collect the user’s name.{email}: Get the user’s email address.{phone_number}: Ask for a contact phone number.{company_name}: If applicable, collect the name of their company or organization.
Budget:
{budget_range}: Optional - Ask for the budget range if relevant to the proposal.
Additional Details:
{additional_details}: Provide an open-ended prompt for users to share any other details or requests.
Venue Preferences:
{venue_preference}: Ask if the user has any specific preferences for the venue, such as indoor/outdoor, waterfront, ballroom, garden, etc.{venue_name}: If applicable, ask if they have a specific venue in mind.
Catering Requirements:
{catering_type}: Inquire about the type of catering needed, such as buffet, plated dinner, cocktail reception, etc.{beverage_service}: Ask if they require beverage services and what type (e.g., open bar, wine service, non-alcoholic drinks).{special_dietary_requirements}: Collect information on any specific dietary needs or restrictions (e.g., vegetarian, vegan, gluten-free).
Entertainment and Activities:
{entertainment_needs}: Ask if they need any entertainment services, such as a DJ, live band, or speaker.{activity_preferences}: Inquire about any planned activities or special setups, such as photo booths, games, or team-building exercises.
Technology and AV Requirements:
{audio_visual_needs}: Collect details on any audio-visual needs, such as microphones, projectors, screens, or sound systems.{lighting_requirements}: Ask about specific lighting needs, such as mood lighting, stage lighting, or spotlighting.
Event Theme or Style:
{event_theme}: Ask if the event has a specific theme or style, such as rustic, modern, elegant, or seasonal.{color_scheme}: Inquire about any preferred color schemes for decorations, lighting, and table settings.
Transportation and Logistics:
{transportation_needs}: Ask if transportation is required for guests, such as shuttle services, valet parking, or airport transfers.{arrival_time}and{departure_time}: Collect information on the expected arrival and departure times of guests or vendors.
Budget and Payment Preferences:
{payment_method}: Inquire about the preferred payment method (e.g., credit card, bank transfer, invoice).{budget_breakdown}: Ask if they have a budget breakdown for specific aspects of the event (e.g., venue, catering, entertainment).
Timeline and Agenda:
{event_agenda}: Ask for a rough agenda or timeline for the event, including key activities or milestones.{setup_time}and{teardown_time}: Inquire about the required time for setup and teardown, ensuring enough time is allocated for these activities.
Guest Management:
{guest_list_size}: Ask about the expected size of the guest list.{vip_guests}: Inquire if there are any VIPs or special guests who require specific attention or amenities.
Additional Services:
{floral_arrangements}: Ask if floral arrangements are needed and what type (e.g., centerpieces, bouquets).{photography_videography}: Inquire if they require photography or videography services.{security_services}: Ask if they need security personnel for the event.{event_planner}: Inquire if they would like assistance from a professional event planner or coordinator.
Post-Event Details:
{post_event_cleanup}: Ask if post-event cleanup services are required.{follow_up_services}: Inquire if they need any follow-up services after the event, such as sending thank-you notes or distributing post-event surveys.
Example Prompt Configuration
Here’s an example of how you might configure a prompt using these variables:
Personalised Greeting
Start with a friendly and fun greeting that acknowledges the user. For example, "Hey there! Ready to plan an awesome event? Let's get started!"
Event Details
Collect the type of event: {event_type} (e.g., wedding, corporate event).
Ask for the number of guests: {number_of_people}.
Gather the event dates: {start_date} and {end_date}, and check if the dates are {flexible_agreement_start}.
Contact Information
Collect user details including {first_name}, {last_name}, {email}, {company_name}, and {phone_number} for sending the proposal.
Accommodation (if staying more than 1 day):
Ask how many rooms are needed and of what type: {single_rooms} and/or {double_rooms} if more than 1 day stay.
Event Specifics
Gather event timing: {start_time} and {end_time}.
Inquire about any special requirements (e.g., food allergies, food options, space requirements), and save it as {message}.
Tone
Be funny and engaging while interacting with the user!
When customizing your chatbot prompts with these variables, keep the user experience in mind. Ensure that the interaction remains smooth and that you're not overwhelming the user with too many questions at once. It’s often helpful to break down the process into sections or use conditional logic to only ask relevant questions based on previous responses.
By including these additional variables, you can create a more tailored and comprehensive experience for your users, ensuring that all aspects of the event are covered in your proposals.
Final Tips
Review and Refine: Regularly review the responses you're getting and refine the prompts if necessary to improve clarity or collect better information.
Keep It Engaging: Make sure the chatbot maintains an engaging tone throughout the interaction, aligning with your brand’s personality.
Use Placeholders: If you have recurring events or details that might change, use placeholders or variables to make updates easier in the future.
By following these tips and incorporating these variables, you can ensure your chatbot prompts are both effective and aligned with your brand’s needs.